Guy’s and St Thomas’ is among the UK’s busiest and most successful NHS foundation trusts. We provide a full range of hospital and community services for people in south London and as well as specialist care for patients from further afield including cancer, renal, orthopaedic, respiratory and cardiovascular services. Guy’s is home to the largest dental school in Europe and a £160 million Cancer Centre opened in 2016. As part of our commitment to provide care closer to home, in 2017 we also opened a cancer centre and a kidney treatment centre at Queen Mary’s Hospital in Sidcup. St Thomas’ has one of the largest critical care units in the UK and one of the busiest emergency departments in London. It is also home to Evelina London Children’s Hospital. Evelina London cares for local children in Lambeth and Southwark and provides specialist services across south east England including cardiac, renal and critical care services. We lead a number of specialist service networks aiming to ensure children are treated locally where possible, but have access to specialist expertise when they need it. Our community services include health visiting, school nursing and support for families of children with long-term conditions. Our adult community services teams deliver care at the heart of the local communities we serve, working in partnership with GPs, local authorities and other healthcare and voluntary sector organisations. Working with our partners in Lambeth and Southwark, we are focusing on new ways of working to improve care for local patients. In February 2021 the Royal Brompton and Harefield joined Guy’s and St Thomas’ NHS Foundation Trust, bringing together world-leading expertise in the care and research of heart and lung disease. Our merger provides a once in a generation opportunity to build a lasting, world-renowned heart and lung centre, providing the highest quality care for patients and conducting world-leading research. We have a reputation for clinical excellence and high quality teaching and research. We are part of King’s Health Partners, one of eight accredited UK academic health sciences centres. In partnership with King’s College London we have dedicated clinical research facilities including an MHRA accredited Phase I clinical trials unit. Patients are at the heart of everything we do and we pride ourselves on ensuring the best possible patient experience as well as safe, high quality care. We are proud to have one of the lowest mortality rates in the NHS. Following a comprehensive Care Quality Commission (CQC) inspection in 2019 we maintained our overall rating of ‘good’. Our adult community services achieved a rating of ‘outstanding’. The commitment of our 23,500 staff is key to our success. We are one of the largest local employers and we aim to develop and support all our staff so they are able to deliver high quality, safe and efficient care. The 2019 NHS staff survey results show that we have one of the most engaged and motivated workforces in the NHS. We know this has a positive impact on the care provided to our patients. We have one of the most ambitious capital investment programmes anywhere in the NHS. Job overview We are looking for an enthusiastic and hard-working Medical Secretary Lead to work within the Community Paediatrics Service, specifically working on our Movement Assessment Clinic (MAC) and Coordination Clinic. The service runs Mon-Fri, 09:00-17:00, taking direct referrals from GPs, hospitals, schools, social workers and other healthcare professionals and queries. A dynamic team of highly skilled Paediatricians provide care for children across Lambeth. One of the main responsibilities for the post holder will be organising the booking of specialised clinics for MAC and Coordination clinic, providing admin support to 3 consultants Please Note: Vacancy may close early due to high numbers of applications Main duties of the job The Medical Secretary Lead is accountable to the Assistant Service Manager, Service Manager & works closely with the clinic leads. This role has responsibility for the day-to-day organisation of clinical services in accordance with agreed objectives, targets, quality standards, controls and resource constraints. The post holder will also work closely with the Community Paediatrics and Vulnerable children's Team to ensure we are delivering high quality care to our patients. Working for our organisation Evelina London is part of Guy's and St Thomas' NHS Foundation Trust and we are responsible for providing services for women and children. With over 3,000 dedicated staff, and led by an Executive Team and Board, we have significant devolved autonomy to focus operationally and strategically upon the needs of our patients. We also benefit from being part of a large and successful NHS foundation trust, whose values we share. We have an ambitious strategic development programme, with backing from Guy’s and St Thomas’. Every year, the number of children and young people Evelina London cares for, in hospital and in the community, continues to grow. We provide comprehensive health services from pre-conception, before birth, throughout childhood and into adult life. Evelina London is here for children, young people and women from London to South East England, and provides specialist care for families around the UK and across the world. As the only NHS Trust in London with women’s and specialist children’s services on one site we have unique opportunities to provide excellent, high-quality, integrated care for mothers, babies and children. We operate through four clinical directorates: Neonatology and Medical Specialties, Surgical Services, Theatres and Paediatric Intensive Care, Children’s Community Services and Women’s Services. Detailed job description and main responsibilities Duties and Responsibilities The duties and responsibilities listed below are representative of the Medical Secretary Lead role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative duties and responsibilities commensurate with the level of the post, to support the smooth running of the service. Please see job description document for further details Secretarial/PA responsibilities · Work as a team leader, providing a comprehensive secretarial/administration service to a number of consultants, clinicians and specialist nurses in respect to their general medical duties and specialist work. · Type all clinical letters, which may include those of a distressing or emotional nature, as well as discharge summaries or other relevant correspondence and documents are required. · Take audio dictation following outpatient clinics and produce letters/reports in accordance to national and local timescales. · Prioritise incoming correspondence, ensuring that it is promptly dealt with by the appropriate member of staff. · Prepare acknowledgement letters and draft responses as required. · Ensure patient documents and medical health records are filed regularly and accurately and are available for all clinical episodes. · Maintain and update diaries of medical staff and arrange meetings and venues when appropriate. · Arrange and plan meetings and conferences, and take, transcribe and distribute accurate notes as required. · Plan and co-ordinate specific functions and diary events involving liaison with individuals and organisations, both internal and external to the Trust. · Prepare and edit presentations, articles and other material as required. · Maintain and utilise department and Trust information systems and databases and ensure the accuracy of information held on the Patient Information Management System (PiMS). · Use Trust administration systems to access patient information and clinical data. · Receive and collate reports of investigations such as blood tests, x-rays and further medical opinions and ensure that all necessary reports are assembled before the next clinical appointment of patient. · Check stocks of stationery in the department and order supplies as necessary. · Provide support for projects as required. · Act independently, ensuring that daily tasks and ongoing workloads are prioritised and completed within agreed timeframes. · Regularly review the service provided to patients to ensure that it is both appropriate and of the highest quality and to actively take part in initiatives designed to improve the service provided alongside the Service Manager. · Undertake any other duties commensurate to the grade required to ensure the smooth and efficient running of the office. Communication · 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, patient focus is maintained and problems are dealt with promptly and efficiently. · Deal with stressful situations that may arise when dealing with patients who are anxious or distressed using tact and diplomacy at all times. · Provide information and advice to patients and relatives about service administration and appointments. · Handle confidential patient information and material in a sensitive and discrete fashion, in compliance with Trust policy and procedure. · Communicate with other secretaries within the hospital regarding patients’ medical notes, clinic letters and outcomes. Policy · Ensure the effective and efficient implementation of Trust policies and procedures. · Provide comments and suggestions on policies and protocols within own work area. · Assist in providing cross-cover for other secretaries in the Directorate to ensure continuity of service to consultant, medical staff, service users and patients. Person specification Qualifications Essential criteria GCSE English Language and Maths at Grade C or Equivalent Med Sec diploma or Equivalent Experience Experience Essential criteria Relevant medical secretary/Secretarial experience or equivalent skills Essential criteria Advanced knowledge of medical terminology Excellent IT skills, experience using the full range of Microsoft Office Suite Ability to work on own initiative and with minimal supervision Understanding of handling and maintaining confidential information Excellent organisational skills, with a demonstrable ability to manage and prioritise workload. Desirable criteria Working knowledge of the Patient Administration System EPIC Guy’s and St Thomas’ celebrates, respects and values the diversity of its staff and patients. We review our policies, procedures and practices to ensure that all employees, patients and carers are treated equitable according to their needs. We are actively committed to ensuring that no one who applies for a job, works or study’s at the Trust, or accesses our services is discriminated against on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity , gender reassignment, sexual orientation, pregnancy and maternity/paternity, or marital/civil partnership. Applications are welcomed from applicants with a disability. We can make reasonable adjustments and offer support and advice in a variety of ways throughout the application process. Equality of opportunity is our policy. As an organisation we are committed to developing our services in ways that best suit the needs of our patients. This means that some staff groups will increasingly be asked to work a more flexible shift pattern so that we can offer services in the evenings or at weekends. Flexible working We are committed to supporting all employees to achieve a healthy work life balance and to work in a way that is best for them and our patients. We will consider all requests to work flexibly, taking in to account the individual’s personal circumstances as well the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the recruiting manager as part of the on-boarding process. Your e-mail address is important to us - We communicate to all job applicants via the e-mail address which has been provided on the application form. Please ensure that you check your e-mail on a regular basis. Please apply for this post by clicking "Apply Online Now." Applicant requirements This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service. Further details / informal visits contact Name Victoria Mendoza Job title Assistant Service Manager Email address [email protected]