Job overview

To provide comprehensive and high quality secretarial, administrative and clerical support to the department ensuring an effective and efficient service is delivered.

To support the Admin Team Leader to undertake change management.

To ensure that patients are treated with courtesy, dignity and respect.

The most rewarding part of this role is providing a high standard of administrative assistance to clinicians, patients, carers, relatives, outside agencies and the overall team ensuring they are all well supported.

The post holder works with very little supervision, prioritising and manging their own workload on a day to day basis.

Main duties of the job

To ensure all results of tests and investigations are tracked effectively, shown to the relevant consultant promptly and to undertake appropriate action as instructed. 
To independently deal with patient/carer telephone calls and enquiries in an efficient, sensitive and confidential manner, exercising judgement to analyse and resolve any problems and referring on to the clinician as appropriate.
 All clinic outcomes must be recorded accurately and complete or amend any that have not been done.

Clinical diaries (both paper and electronic) are to be maintained and checked against the published timetables. Discretion and initiative used when arranging meetings and appointments for patients, relatives and others.

To ensure that arrangements regarding medical staff leave and cover arrangements are circulated appropriately and that clinical activities are amended accordingly.
Taking and transcribing formal minutes if required.
To open and act on correspondence received and bring to the attention of the clinician along with the medical notes
To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
To plan and organise own workload efficiently and to highlight any concerns to the Admin Team Leader

To produce and update Standard Operating Procedures (SOP) for all aspects of the Medical Secretary role. 

Working for our organisation

The Diabetes and Endocrinology Department at Torbay Hospital is based in Hengrave House.

We work as a close multi-disciplinary team which consists of Consultants Physicians, a team of specialised Nurses, Administrative team, and Specialist Registrars.

The team carry out assessments, investigations and treatment of patients with a range of diabetic, endocrine concerns - including the level 3 weight management service.