Senior Medical Secretary Paediatrics

Job Title: Senior Medical Secretary Childrens Services Hours of work 37.5 hours per week, 12 months fixed term Grade: Band 4 Accountable To: Directorate Manager Location: Worcestershire Royal Hospital/Countywide Job Purpose To provide comprehensive medical secretarial and administrative support to Consultants within the Division of Maternity, Gynaecology & Paediatrics. Dimensions The role may include line management or supervision of Band 3 or junior staff. Key relationships Internal Directorate Management, Consultants, junior medical staff (within and outside the department), Medical Secretaries, Nursing staff, other healthcare professionals, Medical Records, Central Booking Office, Ward Clerks, patients and relatives, Childrens clinics, inpatient wards, social services, safeguarding teams. External Central filing, GP surgeries, other hospitals, Community Midwives, The Orchard Service, Birmingham Childrens Hospital, Kids Transport. Risk assessment • Prolonged use of display screen equipment • Use of audio transcription systems • Manual handling of medical records • Repetitive tasks such as typing Key responsibilities a) Produce correspondence and documentation relating to patient care and maintain accurate records. b) Liaise between Consultant teams, GPs, patients and external agencies to support timely care and treatment. c) Undertake administrative duties to support Consultants clinical and managerial work. Main duties • Manage incoming mail and Consultant correspondence, including drafting responses where appropriate • Input data for clinical audit purposes • Type discharge summaries, clinic letters, medical reports, and complaint responses from audio recordings or copy typing • Organise meetings, maintain Consultant diaries, and prepare meeting materials • Attend meetings and take minutes • Respond to enquiries from patients, relatives, GPs, hospitals and Consultants • Process GP referrals, arrange outpatient appointments and domiciliary visits • Monitor Patient Target Lists with Consultants to ensure compliance with national waiting time standards • Initiate additional clinics or lists when required, with appropriate approval • Add and amend waiting list entries for Consultant review • Train and supervise junior or temporary secretaries • Manage investigation reports and ensure appropriate follow-up • Maintain accurate patient records in line with Trust standards • Liaise with relevant departments regarding patient care • Communicate Consultant absences and ensure adequate cover • Ensure secretarial cover during periods of leave or sickness • Work with computerised outpatient and waiting list systems in line with Trust policies General Responsibilities • Participate in team meetings, contributing to service improvement • Order stationery and report equipment faults • Maintain strict confidentiality at all times • Report incidents, complaints or concerns promptly • Promote a positive image of the department • Undertake additional duties appropriate to the role as required Standard Clause While the core purpose of the role will remain the same, duties may change over time to meet service needs. Reasonable additional responsibilities may be required following discussion. Competence The post holder must work within their level of competence and raise any concerns with their line manager immediately. Codes of conduct Staff must comply with relevant professional codes of conduct where applicable, or the Trusts standards of behaviour. Confidentiality All information relating to patients, staff and Trust business must be handled securely and confidentially. Records Management Employees are responsible for the accurate handling of all records (paper and electronic) and must follow Trust policies and legal requirements. Health and Safety Staff must comply with the Health and Safety at Work Act (1974), Manual Handling Regulations (1992), and all Trust safety policies. Infection Control Employees are responsible for adhering to infection prevention policies and completing annual mandatory training. Risk Management All staff must actively identify, assess and report risks, incidents and hazards, and cooperate with investigations. Children and vulnerable adults Employees must promote and safeguard the welfare of children, young people and vulnerable adults encountered in their role. Criminal Records Bureau Disclosure Appointments are subject to appropriate criminal record checks. Relevant convictions will be considered in line with the role requirements. Vetting and Barring Scheme Where applicable, the role requires checks against safeguarding barring lists and compliance with relevant registration requirements. Equality and Diversity The Trust is committed to equality, diversity and human rights. All staff must treat individuals with dignity, respect and fairness, and adhere to related policies. Conflict of Interest Staff must not use their position for personal gain and must declare any interests that may conflict with their duties. Job description Job responsibilities Job Title: Senior Medical Secretary Childrens Services Hours of work 37.5 hours per week, 12 months fixed term Grade: Band 4 Accountable To: Directorate Manager Location: Worcestershire Royal Hospital/Countywide Job Purpose To provide comprehensive medical secretarial and administrative support to Consultants within the Division of Maternity, Gynaecology & Paediatrics. Dimensions The role may include line management or supervision of Band 3 or junior staff. Key relationships Internal Directorate Management, Consultants, junior medical staff (within and outside the department), Medical Secretaries, Nursing staff, other healthcare professionals, Medical Records, Central Booking Office, Ward Clerks, patients and relatives, Childrens clinics, inpatient wards, social services, safeguarding teams. External Central filing, GP surgeries, other hospitals, Community Midwives, The Orchard Service, Birmingham Childrens Hospital, Kids Transport. Risk assessment • Prolonged use of display screen equipment • Use of audio transcription systems • Manual handling of medical records • Repetitive tasks such as typing Key responsibilities a) Produce correspondence and documentation relating to patient care and maintain accurate records. b) Liaise between Consultant teams, GPs, patients and external agencies to support timely care and treatment. c) Undertake administrative duties to support Consultants clinical and managerial work. Main duties • Manage incoming mail and Consultant correspondence, including drafting responses where appropriate • Input data for clinical audit purposes • Type discharge summaries, clinic letters, medical reports, and complaint responses from audio recordings or copy typing • Organise meetings, maintain Consultant diaries, and prepare meeting materials • Attend meetings and take minutes • Respond to enquiries from patients, relatives, GPs, hospitals and Consultants • Process GP referrals, arrange outpatient appointments and domiciliary visits • Monitor Patient Target Lists with Consultants to ensure compliance with national waiting time standards • Initiate additional clinics or lists when required, with appropriate approval • Add and amend waiting list entries for Consultant review • Train and supervise junior or temporary secretaries • Manage investigation reports and ensure appropriate follow-up • Maintain accurate patient records in line with Trust standards • Liaise with relevant departments regarding patient care • Communicate Consultant absences and ensure adequate cover • Ensure secretarial cover during periods of leave or sickness • Work with computerised outpatient and waiting list systems in line with Trust policies General Responsibilities • Participate in team meetings, contributing to service improvement • Order stationery and report equipment faults • Maintain strict confidentiality at all times • Report incidents, complaints or concerns promptly • Promote a positive image of the department • Undertake additional duties appropriate to the role as required Standard Clause While the core purpose of the role will remain the same, duties may change over time to meet service needs. Reasonable additional responsibilities may be required following discussion. Competence The post holder must work within their level of competence and raise any concerns with their line manager immediately. Codes of conduct Staff must comply with relevant professional codes of conduct where applicable, or the Trusts standards of behaviour. Confidentiality All information relating to patients, staff and Trust business must be handled securely and confidentially. Records Management Employees are responsible for the accurate handling of all records (paper and electronic) and must follow Trust policies and legal requirements. Health and Safety Staff must comply with the Health and Safety at Work Act (1974), Manual Handling Regulations (1992), and all Trust safety policies. Infection Control Employees are responsible for adhering to infection prevention policies and completing annual mandatory training. Risk Management All staff must actively identify, assess and report risks, incidents and hazards, and cooperate with investigations. Children and vulnerable adults Employees must promote and safeguard the welfare of children, young people and vulnerable adults encountered in their role. Criminal Records Bureau Disclosure Appointments are subject to appropriate criminal record checks. Relevant convictions will be considered in line with the role requirements. Vetting and Barring Scheme Where applicable, the role requires checks against safeguarding barring lists and compliance with relevant registration requirements. Equality and Diversity The Trust is committed to equality, diversity and human rights. All staff must treat individuals with dignity, respect and fairness, and adhere to related policies. Conflict of Interest Staff must not use their position for personal gain and must declare any interests that may conflict with their duties.