Medical Secretary

We have an exciting opportunity in the Oncology Services, Division of Allied Clinical Services at University Hospital Lewisham. We are looking to recruit a Medical Secretary to join the team, providing full secretarial support to oncology consultants and other members of the team., The post holder will be based at Lewisham Site. First point of contact on behalf of the consultant and the Trust and to deal effectively and courteously with all enquirers from GPs, parents/carers, other departments within the Trust and external bodies.
To act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed time frames.
To produce correspondence and reports using the audio transcription technology.
To monitor generic email addresses, answer calls, book interpreters using Language Line.
To type urgent clinical letters, including those of a sometimes distressing or emotional nature from audiotape or direct dictation as agreed.
To use the appropriate IT system for checking patient information and appointments.
To ensure any changes/cancellation to clinics are carried out using iCare are and all relevant parties are advised of any changes.
To support the role in dealing with all aspects of Oncology administration, i.e. booking, and rescheduling of outpatient appointments on the Trust PAS system.
To ensure all government guidelines with regards to the NHS Cancer Waiting Times and are always adhered to.
To highlight to service management teams potential breaches when rescheduling Cancer patient appointments.
PREVIOUS APPLICANTS NEED NOT APPLY

Working for our organisation
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
1. Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
2. Widening access (anchor institution) and employability
3. Improving the experience of staff with disability
4. Improving the EDI literacy and confidence of trust staff through training and development
5. Making equalities mainstream, To provide a full secretarial and clinical support with the Medical Oncology Service to consultants and members of their teams in respect to their general medical duties, diary management and specialist work. The post is a vital link between the patient, the Consultant, the wider Trust and other people involved in the provision of health care. To act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes.
Key Result Areas & performance, · To act as a central point of information and communication for the clinical team.
· To act as first point of contact on behalf of the consultant and the Trust and deal effectively and courteously with all enquiries from GPs, parents/carers, other departments within the Trust and external bodies.
2. Key Tasks
· To produce correspondence and reports using audio transcription technology.
· To type urgent clinical letters, including those of a sometimes distressing or emotional nature from audiotape or direct dictation as agreed.
· To organise and support meetings on behalf of the Consultant and the Consultant's team, taking and distributing minutes as required.
· To deal with all telephone calls relating to the service, ensuring patient focus is maintained and enquiries are handled in a courteous, tactful and prompt manner and respecting patient confidentiality always.
· To prioritise and process incoming correspondence and ensure that it is dealt with promptly by the appropriate member of staff.
· To ensure that external investigation reports are brought to the attention of the appropriate medical team and signed off by the appropriate member of staff. Arrange for the request and/or safe onward transmissions of patient investigation reports to other sites where necessary.
· To maintain filing systems that facilitates the effective running of the department.
· To open, date stamp and distribute post according to local standing operating procedure. Maintain up to date filing of external reports and correspondence in patient medical records. To use the appropriate IT system for checking patient information and appointments.
· To manage patient records appropriately, ensuring an up-to-date record is maintained of all case notes returned from the wards and clinics, that patient medical records are available for clinic and appointments are dispatched to other departments as necessary.
· To maintain and update the diaries of the members of the clinical team as required, and to co-ordinate meetings, teaching sessions/venues as required.
· To co-ordinate and process work of a medico-legal nature and other medical reports as required.
· To draft responses to routine enquiries as appropriate.
· To take an active role in initiatives to improve the administrative service provided to managers and clinicians, and the service received by the department and their families.
· To send any referrals received to the central booking office for registration and booking and to action tertiary referrals as necessary.
· To organise own work schedule, adapt the schedule as required to meet commitments to others within the agreed timescales and, where this is not achievable, give notification promptly with reasons to line manager.
· To ensure any changes/cancellation to clinics are carried out and all relevant parties are advised of any changes.
· To liaise with the central booking office as required if an appointment requires rescheduling.
· Completion of forms and documentation as requested such as adoption, child protection, police statements, disability and doctor references as requested to do so by the consultant.
· Manage the generic email account.
· To have awareness of the outreach clinics and wait lists to be able to respond to calls and enquires as appropriate.
· Undertake non-clinical typing as requested by the consultant or their teams as necessary such as complaint letters.
· Work as part of a team; assisting with the training of new and temporary staff providing support and advice as appropriate.
· To locate, retrieve and book patients' case notes in and out of department as required.
· To comply with all Trust and departmental procedures.
· To participate in appraisal and performance reviews.
· To undertake mandatory training as required by the Trust
3. Ordering, Receiving and Despatching Goods
· Order all stock for services within site as relevant.
· Maintain skills in ordering on SBS system.
4. General Administration/Clerical
· To take messages ensuring complete confidentiality in accordance with Trust policy.
· General filing duties as required.
· Accurate data entry.
· To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required.
· Maintain confidentiality at all times.
· To book translators when requested by clinicians ensuring they are given a relevant code for the service.
· To be aware of existing processes and offer suggestions for improving services.
· Take minutes as required.
· Any adhoc typing required, i.e. letters etc.
· Track Medical records on iCare.
· Any other equivalent duties consistent with the level and purpose of the post.
5. Partnerships:

Internal:
External
Nursing Staff
Medical Staff
Allied Health Professionals
General Managers
Service Managers
Medical Secretaries
Bereavement office
Medical Records
Pharmacy
Security
Patients / Carers
Other Local trusts/Providers
Social Services
General Practitioners
We reserve the right to close the post before the stated closing date, please apply early. We do not contact applicants with the outcome of the shortlisting. If you have been shortlisted, you will receive an invite to an assessment day or interview.
As a local employer and anchor institution we work closely with our community to recruit locally and we welcome applications from the widest variety of people to ensure our workforce are reflective of the local communities which we serve. We encourage all suitable candidates to apply including if you are Black, Asian or other ethnic minorities, live with a disability (visible or not) or are LGBT+. We have a number of active staff networks including Disability, LGBT+, Multicultural Inclusion and Women's staff networks to bring staff together and celebrate diversity across our whole workforce.
Please note, not all roles will meet the criteria for a skilled worker visa.

Basic understanding or experience of cancer and oncology services and administration would be an advantage.

Lewisham and Greenwich NHS Trust, (LGT), is a community-focused provider of local and acute care, delivering high-quality services to over one million people living across the London boroughs of Lewisham, Greenwich, and Bexley. We provide whole-life care and are here to support our communities to live healthier lives as well as taking care of them when they need us the most.
Employing almost 7,500 colleagues, affectionately known as Team LGT, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham, and at over a dozen community settings in Lewisham. We also provide some services at Queen Mary's Hospital in Sidcup.
We have recently launched our new vision and values to mark the LGT10 - the tenth anniversary of our Trust forming in 2013. Our trust vision is to be exceptional. In the quality of our patient care; our support for colleagues; and in the difference we make through our partnerships and in our communities.
To achieve this we value Respect, Compassion, and Inclusion; Being accountable over staying comfortable; Listening over always knowing best; and Succeeding together over achieving alone. You can read more about our visions and values here
Our hospitals and community sites provide a wide range of inpatient and outpatient services, as well as emergency and planned care. The Trust is rated as "good" or "outstanding" in over three-quarters of the services inspected by the Care Quality Commission.
Every year our work includes performing 10,000 procedures in our theatres; bringing seven and a half thousand new lives into the world; carrying out 570,000 visits to patients in their homes or communities and providing emergency care for more than 300,000 patients arriving in our busy Urgent and Emergency Departments.
LGT is a centre for the education and training of medical students enrolled with King's College London's GKT School of Medical Education. We are a training centre for nurses, midwives and allied health professionals. We are pioneering new roles that will support the changing needs of our patients and are one of the largest employers of physician associates in the country.
We are committed to working with our partners to deliver the best outcomes for our local communities. This means playing an active role in the South East London Integrated Care System (ICS), and in formal partnerships including the South East London Acute Provider Collaborative, provider partnerships with our local mental health trusts and borough-based boards of the ICS in Bexley, Greenwich and Lewisham.