Medical Secretary

The Medical Secretary will provide comprehensive administrative support to consultants and junior doctors, ensuring smooth daily operations within the department. Key responsibilities include managing consultant and junior doctors' diaries, coordinating clinic schedules, and liaising with subspecialties, particularly Orthoptics, to ensure patients receive timely care. The role involves minute-taking for audits, managing theatre lists, and ensuring patient appointments are scheduled efficiently. The postholder will also handle general administrative tasks such as phone calls, appointment cancellations and rebooking's, typing correspondence, and managing waitlists and results. Flexibility is key, as the role includes covering for team members during periods of annual leave or sickness. This position is essential in maintaining effective communication and supporting clinical teams in delivering high-quality patient care.

Key Responsibilities

• Managing Consultant's Diary
• Coordinate the clinical teams activity using CAFS and TAFS systems.
• Prepare and distribute memos as needed.
• Manage sickness notifications and cancellations, escalating to the Team Leader and JOSM/OSM if required.

Consultant Administration

Process acting consultant requests, including managing post-related administrative tasks.

Managing Junior's Diary

Oversee the on-call rota, ensuring appropriate rest days and managing activity levels during EEC shifts.

Coordinate CAFS for junior doctors.

Minute Taking

Record accurate minutes during audits and meetings.

Clinic Management

Monitor clinic capacity, highlighting overbooking issues to consultants.

Prioritize urgent or post-operative patients, ensuring their needs are met in a timely manner.

Liaising with Subspecialties

Work closely with Orthoptics to ensure appointments are available for patients as needed.

Adjust clinic schedules (e.g., switching between adult and paediatric slots) to meet patient requirements.

Managing Theatre Lists

Book and confirm patients for Poswillo theatre lists, ensuring they are ready for surgery.

Address long wait times by coordinating with JOSM/OSM.

Handle cancellations and rebookings efficiently.

General Administration

Answer phone calls and manage patient inquiries.

Cancel, reschedule, and fill short notice appointment slots.

Type correspondence and maintain accurate documentation.

Handle results and waitlists, ensuring timely updates.

Complete unrecorded outcomes for clinical activities.

Any other admin tasks to support the team, and the wider team.

About University Hospitals of North Midlands NHS Trust

University Hospitals of North Midlands NHS Trust is one of the largest and most modern in the country. Based across two sites, Royal Stoke in Stoke-on-Trent and County Hospital in Stafford, we are proud to serve around three million people and we're highly regarded for our facilities, teaching and research. We are the specialist centre for major trauma for the North Midlands and North Wales.

All of our employees make a valuable contribution regardless of role here at UHNM and we are proud of our wide range of development packages aimed at ensuring that everyone has the opportunity to fulfil their true potential. UHNM create and encourage a culture of inclusion, providing equal opportunities for career development that are fair and transparent. We are committed to being a diverse and inclusive employer and foster a culture in which all staff feel valued and respected. In return we ask all of our employees to make a commitment to the values, co-created by or staff, patients and carers, and that unite us as a Trust. At University Hospitals of North Midlands NHS Trust we know that investing in, supporting and developing our staff has a direct impact on the quality of care that we deliver. Our employees are as important as our patients and the population that we serve.

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