Support Secretary

NHS Jobs; Macclesfield; On-site; GBP 18,000 - 24,000; Full time

Job summary

NHS Jobs is seeking an NHS administrative assistant to provide comprehensive support for clinical work within the directorate. The role involves audio typing, handling correspondence, and ensuring efficient scanning into patient records.

Responsibilities include liaising with medical secretaries, maintaining confidentiality, and supporting clinics and day units while covering in their absence. A professional, compassionate approach is essential.

Responsibilities

• Answer telephone calls and provide comprehensive support for clinical work within the directorate.
• Audio typing of correspondence and results with tight turnaround times.
• Ensure external correspondence is scanned into patient notes.
• Disseminate correspondence across the department.
• Request and obtain case notes and x-rays/scans from internal and other hospitals.
• Input patient details accurately into databases and the patient administration system.
• Use the case note tracking system to track patient case notes.
• Support the Day Unit with preparation of clinics.
• Provide cover during staff absences.
• Ensure timely delivery of notes to departments for outpatient and inpatient appointments.
• Assist in registering new patients to meet cancer waiting time targets.
• Exchange information with patients and staff on admissions and discharges.
• Communicate with patients who may be anxious or upset.
• Exchange information with GPs and other health professionals.
• Maintain patient confidentiality and remain professional.
• Undertake general office procedures (ordering stationery, post handling, photocopying, printing).
• Perform other duties for effective service running and assist in training new staff.

Job description

1. Works closely with the Medical Secretaries to provide comprehensive support for all clinical work within the directorate including answering telephone calls.
2. Audio typing of correspondence and results, ensuring tight turnaround times are met.
3. Is responsible for ensuring external correspondence is scanned efficiently into the patient electronic notes.
4. Appropriately disseminates a variety of correspondence/documentation across the department.
5. Requests and obtains case notes and x-rays/scans both internally and from other hospitals, using the agreed procedures.
6. Ensures accurate input of patient details when entering data onto information databases and the patient administration system.
7. Routinely uses the case note tracking system to ensure all patient case notes are tracked to their location.
8. Support the Day Unit with the preparation of clinics.
9. Provides cover in times of absence.
10. Assists in ensuring timely delivery of notes to the appropriate department for out-patient appointments and in-patient admissions.
11. Assists in the registration of new patients to ensure they are seen within the cancer waiting time targets.
12. Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format.
13. Communicate with patients who may be anxious, angry or upset.
14. Exchange relevant information with GPs and other health professionals.
15. Deal compassionately with distressing situations.
16. Liaise with other members of staff regarding case notes and patient visits.
17. Maintain patient confidentiality at all times.
18. Remain professional at all times when communicating with people in various situations.
19. Undertakes other general office procedures, such as ordering stationery, opening and dispatching post, photocopying, printing etc.
20. Any other duties deemed necessary for the effective running of the services, and in accordance with the grade of this post.
21. Contributes to the training of new members of staff within a given area as required.
22. Work with the Assistant Service Manager and Secretaries to improve quality and range of services, with resources being managed according to agreed policies and priorities.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.