Relief Medical Secretary - General Medicine B4

NHS Greater Glasgow and Clyde (NHSGGC) is one of the largest healthcare systems in the United Kingdom, employing approximately 40,000 staff across a wide range of clinical and non-clinical professions and roles. We deliver acute hospital, primary, community and mental health services to a population of over 1.15 million people, and to a wider population of 2.2 million when regional and national services are included.

The Role

The post holder will provide a comprehensive secretarial and administrative service to a Consultant(s) and their team(s). To act as a focal point for the provision of help and advice to staff members, patients and professionals in relation to service enquiries and coordinate the patient’s pathway.

The department provides a full range of professional administrative, secretarial and clerical services which support clinical staff to deliver high quality, efficient and effective patient-centred care within Acute Services, in line with local and national standards.

All other roles will be assessed for sponsorship eligibility in line with current Home Office requirements. NHS Greater Glasgow and Clyde (NHSGGC) can only issue a Certificate of Sponsorship (CoS) where these are met.

Duration, Location, and Working Pattern:

• Part-time Contract (29.7 hours per week)
• Permanent Contract
• Location based in Queen Elizabeth University Hospital
• Work pattern for this post are Monday-Friday, 0900-1700

Key Responsibilities

The following sets out the core responsibilities of the Medical Secretary. The frequency and extent to which the post holder carries out all duties may vary from specialty to specialty.

• Complete personal assistant tasks relevant to supporting the departmental Consultant(s), including word processing, filing, audio-typing, photocopying and the composition of letters, medical reports and preparation of straightforward responses and request to ensure efficiency in patient care.
• Manage Consultant(s)/Team(s) diary to ensure effective time management.
• Sort, distribute and prioritise incoming mail, using judgement and experience to decide which documents are to be passed to the Consultant and which may be passed directly to others for action and information.
• Deal with telephone and face to face enquiries from all staff groups, patients, relatives, carers, providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
• Responsible for making arrangements for the appointment of referrals to appropriate clinics and investigative departments or arranging admissions to facilitate the patient journey, taking into account urgency and length of wait.
• Management of the waiting list to ensure available resources are used most effectively in order to appoint patients which meet hospital waiting time targets.
• Liaise with a range of departments to ensure patient records are up to date and accurate with inpatient, day care, and outpatient investigatory results.
• Liaise with Consultant’s team for planning of clinic and on-call rotas to ensure effective service delivery and communicate these to department staff.
• May be required to record and prepare draft minutes of meetings for review and approval by members of the Consultant team.
• Shared responsibility for typing discharge summaries and clinic letters.
• Update TCI lists through TrakCare in relation to patient admissions and transfers if required.
• Development of office and secretarial practices when necessary to improve service delivery and ensure good practice at all times.
• Provide a reasonable level of cross cover including cross site working when necessary.
• Communicate with Consultants regarding provision of written information required for external agencies when necessary.
• Shared responsibility for Health and Safety within the office area.
• Professional responsibility for mentoring of admin staff.
• Promote and display NHS Scotland core values of care and compassion, dignity and respect, openness, honesty and responsibility and quality and teamwork in the discharge of duties.
• Be a role model for NHSGGC organisational values, demonstrating professionalism and a behavioural approach which promotes the principles of dignity and respect for all.
• Comply with the requirements of the General Data Protection Regulations, Access to Health Records Act and legislation issued in relation to confidential data