Job summary
The
post holder will work as part of the Administration team, providing a full and
Confidential secretarial support to the medical secretaries in all specialties.
The post holder will communicate and
maintain a collaborative working relationship with all users of the Outpatient
service including Consultants, medical secretaries, General Practitioners,
medical personnel, patients and other hospital staff ensuring a proficient
service for all.
The post holder will be required to maintain effective and efficient systems for
typing of clinic letters from audiotapes, filing and collation of results,
healthcare record tracking and assisting in the preparation of notes or records
for Outpatient Clinics.
The post holder will ensure patient
confidentiality at all times.
Main duties of the job
Tetbury Hospital is an independent healthcare
provider in the heart of the Cotswolds providing an established day surgery
service to patients who choose to have their NHS or private patient care at
Tetbury. The hospital is highly regarded
by our visiting consulting body who provide a wide range of specialities
including ophthalmology, general and gynaecological surgery. The hospital delivers NHS and private patient
services across our outpatient department and day surgery unit. Tetbury Hospital Is a respected partner in
the Gloucestershire health and care system and valued by staff and patients for
the high quality, personalised care that we are proud to offer.
About You
The ideal candidate for this role will have:
Excellent communication and interpersonal
skills.
Competent in all Microsoft office packages.
Ability to use initiative to work
independently and also work as part of a team.
Excellent planning and organising skills,
juggling multiple tasks and deadlines.
A flexible approach to work, and a positive
attitude.
To find out
more about this role or to arrange a visit to the hospital please contact Jane
Jones. janejones@tetburyhospital.co.uk
The closing date for this role is 6th February 2025.
Please
note that offers of employment are subject to receipt of satisfactory
references and a DBS check. Applicants must have the right to work in the
UK.
About us
As an independent healthcare provider with a
reputation for delivering outstanding patient care, Tetbury Hospital Trust
provides high-quality, safe services on behalf of the NHS and for private
patients.
We are proud of our
hardworking and committed people that work together to put patient care at the
heart of everything they do.
Tetbury
Hospital Trust is ambitious about the future and is committed to investing in
our workforce to ensure they have the resources and tools they need to deliver
high-quality services.
As an
organisation, we pledge to listen, collaborate, and value the role that all our
people play in achieving our vision to always deliver exceptional patient
care.
If
you are as passionate about patient care as we are, we would love to hear from
you.
Job description
Job responsibilities
General Secretarial
Duties
To
deal with any telephone messages for the secretary that is being covered.
To
transcribe from audio and long hand, drafts of documents such as outpatient clinic
letters, operating notes and discharge summaries.
To
develop and maintain effective working relationships with other staff in the
Department and the Trust ensuring that a professional and seamless Service is
provided.
Action
x-ray/pathology results promptly by referring to the medical team and ensure
they are made available for the patients next appointment when required.
To
maintain follow up procedures, arranging appointments for patients when
required and notifying the patient of their appointment date.
When
requested, identify and access information sources correctly, supplying the
information in an appropriate format and within required deadlines.
Data Administration
To
enter data and text correctly, identify errors and amend in accordance with
organisational procedures.
To
achieve all data input within agreed Trust deadlines.
To
use E-mail and case note tracking systems as an aid to communication.
To
ensure that the Patient Administration System (Trak) reflects the Trusts up to
date patient status.
Enquiry
Handling/Customer Care
Respond
to callers and/or visitors promptly and courteously, identifying their needs,
providing information or referring them as appropriate to the relevant person.
To
adopt methods of communication and support which are suited to the needs of the
visitors and/or callers.
Job description
Job responsibilities
General Secretarial
Duties
To
deal with any telephone messages for the secretary that is being covered.
To
transcribe from audio and long hand, drafts of documents such as outpatient clinic
letters, operating notes and discharge summaries.
To
develop and maintain effective working relationships with other staff in the
Department and the Trust ensuring that a professional and seamless Service is
provided.
Action
x-ray/pathology results promptly by referring to the medical team and ensure
they are made available for the patients next appointment when required.
To
maintain follow up procedures, arranging appointments for patients when
required and notifying the patient of their appointment date.
When
requested, identify and access information sources correctly, supplying the
information in an appropriate format and within required deadlines.
Data Administration
To
enter data and text correctly, identify errors and amend in accordance with
organisational procedures.
To
achieve all data input within agreed Trust deadlines.
To
use E-mail and case note tracking systems as an aid to communication.
To
ensure that the Patient Administration System (Trak) reflects the Trusts up to
date patient status.
Enquiry
Handling/Customer Care
Respond
to callers and/or visitors promptly and courteously, identifying their needs,
providing information or referring them as appropriate to the relevant person.
To
adopt methods of communication and support which are suited to the needs of the
visitors and/or callers.
Person Specification
Communication Skills
Essential
- Experience of a busy environment and dealing with the general public.
- Good interpersonal skills.
- Excellent Communications skills, ability to communicate in English.
Flexibility
Essential
- Ability to cover any required speciality.
Desirable
- Flexible - able to work over the standard hours on occasions.
Other
Essential
- Ability to work autonomously and as part of the Support Services Team.
- Experience of dealing with sensitive and confidential situations and information.
- Aware of all aspects of statutory responsibilities, e.g. Health and Safety, Data Protection, Manual Handling, etc.
- Staff are required to move case notes between areas within the Hospital. This involves an understanding of the principles of load handling.
Qualifications
Essential
- Education to GCSE level or equivalent, to include Maths and English.
- Keyboard skills equivalent to RSA 3.
- Demonstrable proficiency in audio-typing.
- Proficient use of Microsoft Word for Windows.
Desirable
- Audio qualification.
- Conversant with hospital information systems.
- ECDL qualification or equivalent.
Experience
Essential
- Knowledge of Word, Excel and Outlook.
- Knowledge of medical terminology.
- Keyboard skills.
- Ability to prioritise work and to adapt to changing circumstances.
- Experience of working in an office environment.
- Time management and organisational skills, with ability to prioritise own workload and work to deadline.
- Logical reasoning.
- Ability to problem solve, and make decisions within the remit of the role.
- Understanding of Confidentiality and Data Protection Act.
- 18 week Pathway.
Desirable
- Experience of working in the NHS either in a hospital, private practice or for a GP.
Person Specification
Communication Skills
Essential
- Experience of a busy environment and dealing with the general public.
- Good interpersonal skills.
- Excellent Communications skills, ability to communicate in English.
Flexibility
Essential
- Ability to cover any required speciality.
Desirable
- Flexible - able to work over the standard hours on occasions.
Other
Essential
- Ability to work autonomously and as part of the Support Services Team.
- Experience of dealing with sensitive and confidential situations and information.
- Aware of all aspects of statutory responsibilities, e.g. Health and Safety, Data Protection, Manual Handling, etc.
- Staff are required to move case notes between areas within the Hospital. This involves an understanding of the principles of load handling.
Qualifications
Essential
- Education to GCSE level or equivalent, to include Maths and English.
- Keyboard skills equivalent to RSA 3.
- Demonstrable proficiency in audio-typing.
- Proficient use of Microsoft Word for Windows.
Desirable
- Audio qualification.
- Conversant with hospital information systems.
- ECDL qualification or equivalent.
Experience
Essential
- Knowledge of Word, Excel and Outlook.
- Knowledge of medical terminology.
- Keyboard skills.
- Ability to prioritise work and to adapt to changing circumstances.
- Experience of working in an office environment.
- Time management and organisational skills, with ability to prioritise own workload and work to deadline.
- Logical reasoning.
- Ability to problem solve, and make decisions within the remit of the role.
- Understanding of Confidentiality and Data Protection Act.
- 18 week Pathway.
Desirable
- Experience of working in the NHS either in a hospital, private practice or for a GP.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
