Portsmouth Hospitals University NHS Trust

UGI and Colorectal Administration Secretarial Support

This job is now closed

Job summary

We currently have two exciting part time opportunities in our busy surgical care group. We are looking for experienced members of staff to join UGI and Colorectal on a permanent basis.

We are looking for well organised individuals who are highly motivated and committed to delivering a high quality service to our patients and administration support to the clinical team.

We would need you to be flexible in your approach to meeting deadlines and like interaction with a wide variety of staff within the hospital. This job also provides cross cover to other surgical specialities due to sickness or annual leave so you would need to be flexible in your approach to work and helping others within the surgical team.

Experience of RSA 3 (or equivalent) in typing / word processing and also audio typing is desirable in this role. Medical secretarial experience, including support to a clinician and knowledge of medical terminology is also desirable. You must be able to communicate effectively and have strong interpersonal skills to deal with all levels of hierarchies and disciplines.

In return for working with us you will be supported to focus on your training and development needs. The trust has a talent management programme and we will follow this to build your skillset if you are looking to further your NHS career.

Main duties of the job

Provide admin assistance to all UGI or Colorectal consultants and Clinical fellows.
Phone calls- to resolve a wide variety of patient queries received by the telephone.
appointments,
Manage consultants OWL waiting list

Open post and sort to consultants, scanning any documents into the system.
Regularly check throughout the day and maintain UGI/Colorectal secretaries mailbox
Accuratley update and monitor patients records and information
Ensure high level of confidentialtiy at all times
Undertake any other general office duties, including filing
Able to cover clerical duties for other staff in the department as required.
Typing of clinical letters for UGI/Colorectal department, also Bariatrics/ other Surgical departments if required.
Tracking and sending of notes when consultants are finished, requesting notes when required
Booking short notice clinics, when extras are given
Book meeting rooms for consultants when required
Taking minutes when required for MDT
Participate in developmental training as required

About us

The Trust is committed to driving excellence in care for our patients and communities and was rated good by the Care Quality Commission report published 2020 and became a University Hospital. We are ranked as the third in the country for research; embedding education and training across the organisation and we continuously strive to achieve our core values which are at the heart of everything we do. The Trusts main hub is the Queen Alexandra Hospital, starting life as a military hospital over a century ago and now one of the largest hospitals on the south coast and you may have seen us on the TV series Nurses on the Ward. The Trust provides comprehensive secondary care and specialist services to a local population of 675,000 people across South East Hampshire. The Trust employs over 8,000 staff and are #ProudtobePHU; our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because its the right thing to do, but because it makes our hospital stronger. If you share our values and our enthusiasm for providing outstanding care and support for patients, colleagues and our community you will find a home at PHU. In recruiting for our team, we welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veterans status, colour, religion, disability, sexual orientation and beliefs.

Date posted

09 October 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year pro rata'd

Contract

Permanent

Working pattern

Part-time

Reference number

C8192-SD-23-1011

Job locations

Queen Alexandra Hospital

Southwick Hill Road

Cosham

Portsmouth

PO6 3LY

Job description

Job responsibilities

Job Summary:

To provide high level support to all medical staff in the Department ie Consultants, Registrars, Clinical Nurse Specialists, Operational Support Manager and Senior Staff Nurses

To provide dedicated secretarial support to allocated Consultants

Key Responsibilities:

The Medical Secretary will communicate clearly and understand and deliver the principles of good customer care, when dealing with patients, their relatives or carers, in answering initial enquiries from departments and external organisations such as the police, social services, child protection agencies, etc. The Medical Secretary will be the first point of contact across trust boundaries for the clinical department. The Medical Secretary will provide written information to a high standard which may be of confidential nature and condition specific to the patient in a given format.

The Medical Secretary will have knowledge, training and experience to be able to demonstrate:

Current skills and competencies in the Microsoft office suite, relevant demonstrable experience as detailed in the person specification.

Good keyboard skills

Experience of audio typing

Work within office conditions

Concentrate in an office environment and within a predictable work pattern

Withstand the environment of indirect emotional disturbance brought about by typing letters of a potentially distressing nature

Use a VDU more or less continuously for word processing and input

Work to the framework set out for this role, under the supervision of the Operational Support Manager

The Medical Secretary will have sufficient understanding of the department and to understand how to respond to and provide information of a non-clinical nature to patients and carers, exercise judgement when deciding to escalate patient queries and responses to the Operational Support Manager and/or to be able to redirect the patient as necessary to the correct part of the organisation to address an enquiry about the patient pathway

The Medical Secretary will demonstrate integrity and confidentiality and support the Operational Support Manager in organising activities, meetings and diaries.

The Medical Secretary will be responsible for:

Patient/client care by giving non-clinical advice and providing information about the patient pathway, re-directing as necessary to the appropriate department

Planning and organise own time within standard operating procedures and with reference to the Operational Support Manager

Routine duties, data entry and other tasks delegated by the Operational Support Manager

Implementation of policy, practice and procedure in own post and contribute to the debate on how implemented in the department

Maintenance of stock according to Trust policy and process and the holding of petty cash

Regular requirement to type reports and create presentations using software

Taking and transcribing of minutes of departmental and consultants meetings

Maintenance of accessible and accurate electronic data storage for the department

Audits as required for own work or securing information or databases on behalf of a consultant under close supervision

Filing and general office duties and to cover clerical duties for other staff in the department as required

To participate in developmental training as required

The post holder must maintain the confidentiality of all electronically and manually stored data in line with the provision of the Data Protection Act

There will be other duties and requirements associated with the post and in addition as a term of your employment the post holder may be required to undertake various other duties which includes offering support to other departments due to annual leave or sickness and/or hours of work as may be required by the Business Manager/Operational Support Manager