Clinical support secretary medicine division

Duties and Responsibilities Key results from the job holder The post holder will provide medical typing and administration support within a secretarial team covering the following duties: Audio typing, shorthand, filing, photocopying and the composition/filing of letters. Sorting, prioritising, processing and distribution of incoming mail, using judgement and experience to decide which documents are to be passed directly to other areas for action and information. Ensuring accurate and up-to-date inputting of information onto all Trust patient systems (PAS, ORMIS, HIS, Digital Dictation). General office management duties (photocopying, scanning, faxing documentation) as required. Assist other Clinical Secretaries with their workload Promote the dissemination of quality patient information. Provide non-clinical advice and information to patients/clients/relatives Planning and Organisational Duties The post holder will demonstrate the following knowledge and experience: Knowledge of a full range of secretarial procedures and software programmes (PAS, HIS, digital dictation) and their application to improve service efficiency and effectiveness. Understanding of medical terminology and a willingness to assist colleagues with transcription outputs. Exercise judgement when dealing with patient enquiries, analysing and resolving problems at source. Assist in new staff induction together with the identification and support of their training requirements. Facilitate a supportive learning environment that enables all members of the clinical support secretarial team to develop. Recognise the effective utilisation of all appropriate development resources and opportunities. Promote the ethos of continuous improvement disseminating any new knowledge gained to other colleagues. Recognise and accept responsibility for own personal development. Supervising administration support and work experience students ensuring an effective office system is maintained. Providing cover for the work of absent secretaries, including across sites, when necessary Communications and Key Working Relationships The post holder will demonstrate effective communication by: Using the spoken and written word and being sensitive to those who are vulnerable or do not have English as their first language. Assisting in the establishment of communication systems with all staff, patients and relatives to promote understanding and good will. Maintaining accurate, timely and legible records. Maintaining consistency within standards of patient care. Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the Trust. The records may be paper, electronic, microfiche, audio or x-ray images. Responsibility for Finance Participate in ensuring the effective use of all financial resources in providing and delivering the service. Demonstrate awareness of the need for cost improvement programmes within the Service. Promote effective utilisation of resources. Provide the service within its financial constraints. Maintain stationary stock within tea Responsibility for Human Resources The post holder will: Adhere and promote Trust policies, procedures and guidelines and maintain the Professional Code of Conduct. Ensure compliance with the Mandatory Training Policy in accordance with Trust policy. Take responsibility for ensuring that own annual Performance and Development Review is completed Provide training and support to new members of staff, in line with the training plan devised by the Deputy Performance Manager Participate in mentoring arrangements, with the Deputy Performance Manager Responsibility for Health Safety Have an understanding of health and safety, ethical and legal issues Display a professional attitude at all times when dealing with the general public and colleagues alike Compliance with the Health Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidences near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions