Quality and Risk Manager

Job overview

An exciting opportunity has arisen for an enthusiastic and experienced Medical Secretary to join the team within the General Surgery Department. The post holder will be responsible for support in providing an effective administrative and secretarial service to a Consultant/s and their team within a clinical unit. He/she will liaise with the multi-disciplinary team, internal departments and external agencies to ensure continuity in achieving excellence in patient care.

They will have the ability to work under pressure and exercise judgement when dealing with tasks. The post holder will ensure confidential and sensitive information in relation to patients is kept secure, and follows the policies and procedures for the Department and the Trust. It is expected that the post holder will proactively assist in maintaining high standards and professional practice.

Main duties of the job

· To provide a full secretarial service to the Clinician/s including audio typing/transcription or processing of clinical letters using the Epic system, ensuring that quality standards are met.

· To ensure all patient demographic details (address, postcode, GP & Ethnic Group) are checked and any amendments/corrections are carried out in an accurate and timely fashion.

· To act as the first point of contact for users of the Trust, dealing with telephone calls and enquiries promptly and efficiently, providing immediate response and referring as necessary.

· To initiate, where appropriate, finding the medical records in order for the clinician/s to prepare a reply to correspondence/enquiries.

· To ensure that results of tests, investigations and any correspondence received are scanned to Epic

· To be part of the daily office routines, such as opening and sorting post, preparing replies to routine correspondence, requesting stationery, equipment and photocopying for the team as necessary using Trust systems.

· To act independently ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed time frames

· To observe the rules, policies and procedures in place at King’s College Hospital together with all relevant statutory and professional obligations.

· To observe and maintain strict confidentiality of personal information relating to patient a nd sta ff.

Working for our organisation

The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

• To provide a full secretarial service to the Clinician/s including audio typing/transcription or processing of clinical letters (some of a distressing nature), reports and inpatient summaries using the Epic system, ensuring that quality standards are met.

• To ensure all patient demographic details (address, postcode, GP & Ethnic Group) are checked and any amendments/corrections are carried out in an accurate and timely fashion.

• To support the Department and Admissions in ensuring the National 18 week RTT Programme and the Elective Access policy aims to ensure that all patients referred for care at King’s are treated efficiently, effectively, and in a timely manner appropriate to their clinical condition and RTT management is in line with national guidance, access targets, and the best standards of patient care.

• To prepare acknowledgment letters and draft responses as required and prioritise incoming correspondence ensuring that it is promptly dealt with by the appropriate member of staff.

• To act as the first point of contact for users of the Trust, dealing with telephone calls and enquiries promptly and efficiently, providing immediate response and referring as necessary. These will include personal enquiries from patients and their relatives, as well as calls from GP’s, clinicians, students, nursing and administrative staff, at all times understanding the sensitive nature of calls.

• To process all patient referrals within nationally agreed time frames, i.e. ensuring 2week wait cancer policy.

• To ensure that results of tests, investigations and any correspondence received are scanned to Epic

• To arrange, plan, take and transcribe and distribute accurate minute taking notes for meetings and conferences as required.

• To be part of the daily office routines, such as opening and sorting post, preparing replies to routine correspondence, requesting stationery, equipment and photocopying for the team as necessary using Trust systems.

• To prepare and edit presentations, articles and other material as required by the Clinical Teams

• To act independently ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed timeframes

• To manage and answer all telephone calls related to the service in a courteous and tactful manner to ensure that patients and visitors are communicated with effectively and patient focus is maintained and ensuring problems are dealt with promptly and efficiently.

• To deal with stressful situations that may arise when dealing with patients who are anxious or distressed using tact and diplomacy at all times.

• To provide information and advice to patients and relatives where appropriate relating to admissions and appointments and/or redirect to appropriate member of staff.

• To manage confidential patient material in a sensitive and discrete fashion in compliance with Trust policy and procedure

• To communicate with other secretaries and administrative staff within the Trust regarding patients’ medical notes, clinic letters and outcomes

• To receive and collate reports of investigations such as blood tests, and x-rays and further medical opinions and ensure that all necessary reports are assembled before the next clinical appointment of patient.

• To offer non-clinical advice and guidance to clinicians, staff and patients

• To be able to provide reciprocal cover in the absence of other secretaries and colleagues as reasonably requested by the management

• To partake in training and personal development as recognised within the appraisal process.

• To attend secretarial meetings and raise concerns when appropriate and bring those to the attention of the management team.

• To carry out duties as an employee and service-provider with due regard to the Trust’s Equal Opportunities Policy.

• To participate in team meetings as required by your team leader.

• Under the Health & Safety at Work Act, the post holder has a general duty of care for the health, safety and wellbeing of oneself, work colleagues, visitors and patients within the hospital in addition to any specific risk management or clinical governance accountabilities associated with this post.

• To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.

• To undertake any other duties appropriate to the grade which may be required from time-to-time.

• All employees must hold an ‘nhs.net’ email account which will be the Trust’s formal route for email communication. You are therefore required to check this regularly and to deal with such communication promptly.

Person specification

Admin

Essential criteria

• Minimum 5 GCSE A-C grades, one of which must be English or equivalent qualifications
• RSA III, AMSPAR or extensive equivalent secretarial experience
• Proven record of working knowledge of administrative and secretarial practice

Desirable criteria

• Understanding patient access targets
• Knowledge of medical terminology
• Knowledge of EPIC

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

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