Medical Secretary - Diabetes and Endocrinology

The day-to-day management of the staff's operational activities of the section ensuring that all staff are fully trained for their role and all tasks are performed accurately and efficiently in accordance with Trust policies and procedures.

To ensure the service provided by the section complies with legislation, guidelines and government targets and to facilitate change where necessary to meet the overall objectives of the Trust and NHS. Provide assistance to the department Manager to provide a high-quality service and maintaining a high standard of care throughout.

Job description

To provide a proactive and effective day to day management of the department ensuring that all services are properly integrated to meet the needs of the services users and demands.

Coordinate leave, training and recruitment processes for team members (if applicable).

Propose changes to working practices and procedures to cover system changes brought about by local and national guidance.

To ensure that the day-to-day allocation of workload for the department is achieved and both own and departments work is prioritised appropriately.

To support with the development and maintenance of the departments aims and objectives.

To be fully conversant with the systems and procedures of the department supporting staff on a day-to-day basis with problems.

To have comprehensive knowledge of the Trusts Information System for the departments functions and a good working knowledge of any associated systems.

Extract system data to support patient pathways.

Validation of patient pathways.

To support staff on a day-to-day basis and help to deal both confidentially and competently with either distressed or aggressive service users.

Organise staff rotas to effectively cover the areas of responsibility. Provide an efficient and effective service, coordinating and taking responsibility for the day-to-day running of the area, ensuring that all areas and telephones are not left unattended during normal working hours.

Liaise with stakeholders to ensure the smooth running of the department. Liaise effectively with the colleagues to support the provision of seamless service across the department. Ensure that timely and effective communications are maintained at all times, and patients are aware of waiting times.

Provide support and guidance to other team members in dealing with enquiries and offer non-clinical advice to patients, staff, and other external parties. This may require tact and persuasive skills when resolving problems or difficulties when there is a need to overcome barriers to understanding.

Support the Department Manager in maintaining and ensuring audits are completed in the time scale.

Work collaboratively and supportively within the team, during absences as needed. Providing cover when required.

Ad-hoc diary management as and when required.

Deal with complaints on a first line basis or refer to the relevant department / member of staff. (N.b. May occasionally experience stressful or distressing situations).

Run system reports and perform quality checks ensuring staff are adhering to Trust policies and Procedures.

Prepare and produce documents, reports and presentations using various software packages (e.g. Microsoft Office)

Support the organisation with meetings, including preparing agendas, taking minutes and distributing documents.

To assist the department manager to manually check department reports that are run.

Liaise with the Health Records Department on missing case notes or referrals (if applicable).

The post holder will be responsible for undertaking clerical duties to support the process of the Trusts patient activity and to meet the relevant departmental targets following departmental Policy and Procedures.

To be aware of Records Management, Information Governance, Caldicott, confidentiality and data protection.

Liaise with consultants, wards, secretaries, and other departments to ensure good communications exist within all areas of the Trust.

To be involved in or take the lead (as appropriate) in specific projects that may be undertaken from time to time.

To assist in the process of change management enabling staff to be kept fully informed and up to date.

Take part in the Trust appraisal process, agreeing objectives and a personal development plan annually.

Undertake appraisals for team members in line with the Trust appraisal process.

To ensure that all activity of the department is carried out in accordance with the Trust Policy and its associated procedures.

Participate in and assist in department audits.

A flexible approach to working is needed as, in order to meet the demands of the service.

Person specification

Education and Qualification

Essential

• Educated to GCSE level and/or equivalent qualification and/or equivalent experience
• Business Administration NVQ level 3 or equivalent experience in an administrative environment
• Evidence of continued professional development

Experience and Knowledge

Essential

• Use of computer systems
• Previous experience of training staff
• Experience in dealing directly with the public

Desirable

• A working knowledge of hospital information systems and NHS e-referral system
• Knowledge of the role of information in supporting the clinical processes
• Knowledge of NHS Data standards and definitions
• Knowledge of medical terminology

Skills and ability

Essential

• Excellent interpersonal skills, communication, leadership and management skills
• Ability to relate effectively and communicate clearly and professionally at all levels

About the employer

Blackpool Teaching Hospitals NHS Foundation Trust is ideally situated just a forty five minute drive from Manchester. The Trust provides services to the 440,000 residents of Blackpool, Fylde & Wyre and North Lancashire, as well as specialist tertiary care for Cardiac and Haematology patients.

As one of the United Kingdom's largest coastal resort, Blackpool has plenty to offer its residents -it's not just a good place to work; it's a great place to live. In addition to its bustling centre and historic seafront, the town is world famous for its many attractions, including the famous Blackpool Tower. Blackpool also offers a number of scenic cycling routes round our local parks and across the surrounding countryside, as well as boasting panoramic views of the coast on its picturesque Promenade. Further afield, Blackpool also benefits from less than three-hour connections via rail to Edinburgh in the north and London in the south.