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• Promptly answer telephone enquiries, taking and relaying messages in a polite and helpful manner, taking action as appropriate. This will include enquiries from patients, their GPs and community hospitals. 
• Responsible for typing clinic notes/reports and general correspondence, recording case notes and other tasks required by the department (proofreading/editing using the Trust’s Digital Dictation system)
• To ensure the outcome of patient attendance has been recorded correctly on the electronic patient records
• Use the relevant computer systems and Patient Administration System (PAS) to accurately input and retrieve patient information, updating demographics where necessary
• To deal with enquiries from all service users in a helpful, courteous and diplomatic manner.
• To receive and process incoming mail (including electronic) as necessary, sorting and prioritising items, ensuring all clinical reports and referrals are brought to the attention of the Senior Medical Secretary
• To ensure that patient confidentiality is maintained at all times.
• To liaise with partner organisations to assist facilitate the treatment of patients. This includes liaison with primary, secondary and tertiary care providers.
• To liaise with Cancer Services MDT Coordinator(s) to ensure that all patients with suspected/confirmed malignancy are treated in accordance with the updated cancer strategy.
• Receive, sort and prioritise daily correspondence
• Check and sort investigation reports and pass information onto the clinical team as required
• Ensure documentation is sent to GP as required and letters and results to GP and patients as required
• Maintain good communication with the directorate team in order to achieve efficient teamwork
• Contribute to the review of administrative and clerical functions within the department and make recommendations to enhance the service provision for all users of the department
• Photocopying/filing and other administrative duties to ensure the efficient running of the office
• Prioritise sometimes conflicting directorate requirements, independently of, or with consultants and other secretarial support to meet deadlines – i.e. 5 day turnaround for clinics
• Organise meetings, including the booking of rooms as necessary, for the clinicians/nursing staff and their teams as required
• Act as a contact point, liaising with patients, medical and nursing staff and other external agencies dealing with queries competently and professionally, taking action when appropriate in accordance with Data Protection
• To provide secretarial cover and undertake general office duties as necessary within the department
• To effectively deal with incoming mail for clinicians/nursing staff
• If required, cancel patient appointments as requested and ensure that they are rescheduled in accordance with Trust policy as directed by the Senior Medical Secretary
• Provide cover for colleagues across the specialty/clinical directorate during periods of planned annual leave and sickness
• Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, Uniform Policy, taking appropriate account of patients’ rights and diversity and ensuring fair access to services.
• Such other reasonable duties, appropriate to a Band 3

Please see job description document for further information