An exciting opportunity has arisen for a well-motivated individual to join us as a Personal Assistant (PA)/ Medical Secretary in the Oncology Department within Networked Services Division.
This is a full-time permanent post. It will be working 37.5 hours per week Monday to Friday, with the option of hybrid working. The Trust are committed to supporting flexible working agreements.
The post holder will act as PA to the Senior Consultant team within Lymphoma Research as well as be responsible for covering the provisions of full secretarial and administrative support within the Lymphoma team, ensuring a high standard of PA / secretarial duties is maintained and deadlines and audio typing targets are met. The PA and secretarial responsibilities will be time-split approximately 50:50.
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 have experience of audio typing and copy typing and ideally have worked within a healthcare environment with PA and Medical Secretarial experience and a good knowledge of medical terminology. Knowledge of cancer pathways/targets would be beneficial.
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.
As a PA/Medical Secretary for the Lymphoma Team, you will be responsible for completing, but not limited to, tasks such as:
Manage consultant diaries for appointments, meetings and interviews. Organise and schedule meetings and events. Manage consultant travel and accommodation arrangements and process expense claims
Liaise with all consultants in your area of responsibility to provide a full secretarial service, including all administrative duties and dealing with mail, which may include prioritising and acting on
Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential
Type clinical correspondence, treatment summaries and annotations, ensuring compliance with turnaround time/ targets and ensure that office instructions are followed
Effectively monitor clinic templates liaising with clinical team and administration staff to ensure clinic numbers are manageable. Escalating to the management team 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
The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.
We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years.
We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
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 acting 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.
- Support arranging travel and processing expenses appropriately.
- Drafting letters, memos, reports and emails for both internal staff and external stakeholders.
- Meet and greet visitors providing hospitality where appropriate.
- Support with ordering stationery as required by the team and be a contact for the procurement process for Trust invoices, orders and departmental charitable donations.
- Receive and re-route telephone calls appropriately and provide assistance and advice when possible.
- Undertake photocopying, duplicating and collating and any other administrative tasks.
- 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, acting 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 (Careflow) 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 case notes 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 the management team 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 case notes and reports where necessary.
ADDITIONAL REQUIREMENTS
Always follow risk management procedures 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.
This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties and flexibility 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.
