Job Description

This is a part time 12 month Fixed Term post. It will be working 30 hrs. per week over 4 days. You will be enthusiastic, flexible, willing to learn, eager to play an effective part in a busy team environment, work to a high standard and be able to use your own initiative. You will need to have experience of audio-typing and copy typing and ideally have worked within a healthcare environment with medical secretarial experience and knowledge of medical terminology. You will be responsible for the provision of a full secretarial and administrative support for the Clinical Oncology Consultant and small clinical team, ensuring a high standard of PA / secretarial duties is maintained and deadlines and audio typing targets are met
When applying for this position, please refer to the person specification and demonstrate within your application form how you meet the criteria, providing examples where possible.

• Liaise with all consultants in your area of responsibility to provide a full secretarial service, including all administrative duties and dealing with mail, which includes placing it in order of priority and taking action on matters which can be dealt with without further reference.
• Appropriately disseminate a variety of correspondence/ documentation, some of which is highly confidential.
• Organize and schedule meetings and maintain an up to date diary for appointments, meetings and interviews.
• Effectively monitor clinic templates liaising with clinical team and administration staff to ensure clinic numbers are manageable. Escalating to Admin and Service Managers when appropriate.
• Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference.
• Answer written and verbal enquiries from patients/relatives, referring enquiries to consultants only when necessary.
• Deal with stressful phone calls which can be emotional / abusive and of a sensitive nature from relatives/patients.
• Liaise with internal and external departments to arrange clinical investigations/procedures.

You will be working in a supportive and engaged team environment, with a management team who will enable you to broaden your experience and develop a wide range of skills.
All flexible working arrangements will be considered, and applicants are invited to make informal contact should they wish to discuss the role and its remit further.
SPECIFIC DUTIES AND RESPONSIBILITIES:

• Liaise with all consultants in your area of responsibility to provide a full secretarial service, including all administrative duties and dealing with mail, which includes placing it in order of priority and taking action on matters which can be dealt with without further reference.
• Appropriately disseminate a variety of correspondence/ documentation, some of which is highly confidential.
• Organize and schedule meetings and maintain an up to date diary for appointments, meetings and interviews.
• Effectively monitor clinic templates liaising with clinical team and appropriate administration staff to ensure clinic numbers are manageable. Escalating to Admin and Service Managers when appropriate.
• Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference.
• Answer written and verbal enquiries from patients/relatives, referring enquiries to consultants only when necessary.
• Deal with stressful phone calls which can be emotional / abusive and of a sensitive nature from relatives/patients.
• Liaise with internal and external departments to arrange clinical investigations/procedures.
• Liaise with patients involved in trials undertaken by the team, coordinating all necessary information between patients, hospital and organizing bodies.
• Ensure accurate input of patient details when entering data onto information databases and Patient Administration System (Medway) including routine use of the case note tracking system.
• Receive new patient referrals and organize appointment/admissions and arrange treatment as required.
• Contribute to the appropriate management of the waiting list, particularly in relation to patients who fall within the two-week wait category
• Co-ordinate annual leave within the group to ensure clinics are capped or cancelled as necessary in order that clinics are managed effectively and nursing staff are allocated appropriately to other areas.
• Contribute to the training of new members of staff within a given area as required.
• Ensure casenotes are kept up to date and that all investigations and other material (outside notes and films) are available for clinic appointments/admissions.
• Provide information required to support the investigation of litigation cases.
• Provide statistical information to the Information Department as required.
• Work with Clinicians, Managers and Administration staff to review working practices, identify new improved ways of working and find solutions to problems.
• Work with Assistant Service Manager and Team Leaders to improve quality and range of services, with resources being managed according to agreed policies and priorities.
• Ensure all relevant information is available for multi-disciplinary meetings for your team. Co-ordinate casenotes and reports where necessary.

Required Knowledge, Skills, and Abilities

• Follow risk management procedures at all times including the identification, assessment and management of risk within the division.
• To abide by all Trust policies and Procedures.
• To be responsible for own professional /personal development, including participating in ongoing appraisal and personal development planning.