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Detailed job description and main responsibilities

PRIMARY DUTIES & AREAS OF RESPONSIBILITY

• Responsible for the management of all patients within the Specialty in accordance with the Trust’s Access Policy and other National/Local targets ie. Cancer, RTT, non-applicable.
• Provide information on a weekly basis to the Team Manager to support the Divisional and Trust- wide Performance/Access meetings.
• To effectively and efficiently administer and maintain accurate data within all relevant IT systems. The systems could include EPR and/or other local IT systems.
• Manage and prioritise own workload using own initiative and ensuring deadlines are met. Working to agreed national/local timescales e.g. waiting times, cancer etc.
• Co-ordinates a secretarial service which includes including filing, shorthand/audio typing, ad hoc correspondence use of e-mail, faxing, photocopying, dealing with mail and ordering stationery supplies.
• Support and guide the medical secretaries in acting as the point of contact with responsibility for the dissemination of information, messages and enquiries for the Medical Team, liaising with multi-disciplinary team members, other health professionals and staff within and external to the Trust.
• Point of contact for challenging/sensitive telephone enquiries from staff, patients, relatives, patients’ legal representatives, General Practitioners, Nursing staff, Consultants and external organisations and dealing with such enquiries in a constructive and sympathetic manner taking action as appropriate or referring to the appropriate person where necessary and re-routing these calls when required.
• Responsible for tracking and seeking all investigation/test results and bringing abnormal/urgent results to the attention of the Medical Team / individual Consultant, taking action as appropriate.
• Responsible for monitoring and tracking women through the pathway identifying and escalating where processes/ systems need changing to ensure quality and safety is maintained.
• Responsible for rescheduling appointments, arranging follow up appointments and referrals and appropriate action being taken to ensure co-ordination and continuity of patient pathway.
• Works in close liaison with other secretaries and the Medical Team within the Specialty to promote a team approach. 
• Establish and maintain effective filing and other administrative systems.
• Participates in providing adequate cover as and when necessary in conjunction with other secretaries in the Team for sickness, training and annual leave.
• Co-ordinate and facilitate any requests for data entry/collection required at service level.
• Ensure case notes and other information is made available to support service delivery ie coding, medical reports.
• Contribute to service improvements in conjunction with Line Manager/Medical Team and implement standard operating procedures.
• Facilitate a culture of service innovation and change with the support and direction from the Team Manager.
• Such duties at a comparable level of responsibility associated with the work of the post and which may vary from time to time.
• Establish links with The Central Patient Booking Service, Bookings Clerk at Westwood Park and the Fast track team.