Job summary
Band
4 Surgical P.A. Trauma & Orthopaedics
West
Suffolk Hospital
35
hours per week - Monday to Friday
We
are seeking a highly motivated and passionate P.A. to join the Trauma &
Orthopaedic Team at the West Suffolk Hospital.
The
post holder will be responsible for providing a high level of comprehensive
secretarial and administrative support to the Trauma & Orthopaedic
Department.
As
well as having the required typing qualifications youwill also have
excellent telephone skills and be able to demonstrate the ability to
communicate appropriately with patients, relatives and professional staff
within the department.
The successful applicant will also be required to cross
cover for colleagues during periods of annual leave and other types of leave.
For
further information or to arrange a visit please contact:
Sue
Clark, Surgical Secretary Manager, on extension 3031.
Main duties of the job
To provide a comprehensive personal
assistant/secretarial service in support of the Trauma & Orthopaedic department.
Transcribing
dictation and actioning clinic outcomes
Monitoring
and updating patient pathways
Dealing
with patient enquiries
Diary
management
Attending
meetings
Clinic
changes
Monitoring
departmental pools and actioning messages
The above list covers some of
the duties within this role.
About us
#BeKnown
at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to
more than a quarter of a million people across west Suffolk. We care for,
treat and support people in hospital, at home and in various community
settings.
The
West Suffolk Hospital in Bury St Edmunds provides acute and secondary care
services (emergency department, maternity and neonatal services, day surgery
unit, eye treatment centre, Macmillan unit and children's ward). It has 500+
beds and is a partner teaching hospital of the University of Cambridge.
Adult
and paediatric community services, provided in collaboration with West Suffolk
Alliance partners, include a range of nursing, therapy, specialist, and ongoing
temporary care and rehabilitation, some at our Newmarket Community Hospital.
We
do our utmost to achieve outstanding clinical outcomes for patients and our
values of fairness, inclusivity, respect, safety and team work guide how we
work and behave as a team.
With
nearly 5,000 staff, from all over the world, we strive to make our organisation
a great place to work. Whatever your role or ambition, we want to help you be
the best you can be.
We
promote a diverse and inclusive community where everyones voice counts and you
can #BeKnown for whoever you are.
Join
us. What will you #BeKnown for?
Job description
Job responsibilities
Please see job description for full details.
Key Tasks & Responsibilities:
- Patients are referred to the Hospital via Electronic Referral System or internally via Ecare. The PA will monitor the departments electronic referrals pools and print or forward any relevant letters for the Orthopaedic Department, for review. New referrals are communicated to the PRMC (Patient Referral Management Centre) where appropriate.
- To receive post and deal with routine correspondence, undertaking follow-up action as directed. This may include replying personally to letters and preparing draft letters for signature.
- To transcribe from dictation, written text or digital dictation, all correspondence, reports or notes for the Orthopaedic Department and team, checking detail in patient case notes and ensuring letters are grammatical and well-presented. Also to understand the necessity of coding patients correctly with the IPT system when transferring patients from the West Suffolk Hospital to another Hospital.
- From within the dictation, identify indicated actions and action accordingly. Check that tests and investigations have been arranged as indicated.
- To collate all X-Ray and Pathology reports and to present them to the Orthopaedic Department, ensuring that all abnormal results are highlighted for further action by medical staff. Monitor expected results and where these are outstanding or urgently required, access results on the hospital computer system, ensuring these are seen by medical staff. Take follow-up action as instructed, which may include informing GPs of abnormal results which require immediate treatment, as indicated by the medical team.
- To obtain investigation results and other information from other hospitals, and to organise referrals for ongoing treatment and/or specialist tests at other hospitals and centres of excellence.
- To receive queries from General Practitioners, patients, relatives and carers, assessing which can be answered directly in accordance with Specialty protocol. Provide relevant information to enable Orthopaedic Department to respond to phone calls and other queries.
- To receive patients, relatives, medical representatives and other hospital visitors on behalf of medical staff. Liaise with medical representatives for departmental teaching sessions.
- To deal sensitively with upset and distressed telephone callers. Answer patients concerns in line with the Trusts Complaints Policy, ensuring that, when possible, queries are resolved early. Arrange for necessary action to be expedited.
- To co-ordinate and monitor Orthopaedic Department clinics and authorise amendments where necessary taking account of waiting times.
- To understand the main principles of waiting list management, both outpatient and inpatient. Responsible for the addition of urgent patients to clinics, identifying and relaying appropriate information to appointments staff, and to other departments.
- To make arrangements for extra clinics and operating lists as required to meet targets, liaising with managers, waiting list and appointments staff to identify appropriate patients, and ensure that staff and equipment are in place.
Job description
Job responsibilities
Please see job description for full details.
Key Tasks & Responsibilities:
- Patients are referred to the Hospital via Electronic Referral System or internally via Ecare. The PA will monitor the departments electronic referrals pools and print or forward any relevant letters for the Orthopaedic Department, for review. New referrals are communicated to the PRMC (Patient Referral Management Centre) where appropriate.
- To receive post and deal with routine correspondence, undertaking follow-up action as directed. This may include replying personally to letters and preparing draft letters for signature.
- To transcribe from dictation, written text or digital dictation, all correspondence, reports or notes for the Orthopaedic Department and team, checking detail in patient case notes and ensuring letters are grammatical and well-presented. Also to understand the necessity of coding patients correctly with the IPT system when transferring patients from the West Suffolk Hospital to another Hospital.
- From within the dictation, identify indicated actions and action accordingly. Check that tests and investigations have been arranged as indicated.
- To collate all X-Ray and Pathology reports and to present them to the Orthopaedic Department, ensuring that all abnormal results are highlighted for further action by medical staff. Monitor expected results and where these are outstanding or urgently required, access results on the hospital computer system, ensuring these are seen by medical staff. Take follow-up action as instructed, which may include informing GPs of abnormal results which require immediate treatment, as indicated by the medical team.
- To obtain investigation results and other information from other hospitals, and to organise referrals for ongoing treatment and/or specialist tests at other hospitals and centres of excellence.
- To receive queries from General Practitioners, patients, relatives and carers, assessing which can be answered directly in accordance with Specialty protocol. Provide relevant information to enable Orthopaedic Department to respond to phone calls and other queries.
- To receive patients, relatives, medical representatives and other hospital visitors on behalf of medical staff. Liaise with medical representatives for departmental teaching sessions.
- To deal sensitively with upset and distressed telephone callers. Answer patients concerns in line with the Trusts Complaints Policy, ensuring that, when possible, queries are resolved early. Arrange for necessary action to be expedited.
- To co-ordinate and monitor Orthopaedic Department clinics and authorise amendments where necessary taking account of waiting times.
- To understand the main principles of waiting list management, both outpatient and inpatient. Responsible for the addition of urgent patients to clinics, identifying and relaying appropriate information to appointments staff, and to other departments.
- To make arrangements for extra clinics and operating lists as required to meet targets, liaising with managers, waiting list and appointments staff to identify appropriate patients, and ensure that staff and equipment are in place.
Person Specification
Qualifications
Essential
- RSA II Typing, Word or Equivalent
- Proven Computer literacy
- GCSE Maths and English or equivalent
Desirable
- Amspar certificate or diploma
Experience
Essential
- Previous experience as P.A or Secretary
- Medical Terminology
- Audio Typist
Desirable
- Previous NHS or related environment
- Some customer care experience
Skills & Abilities
Essential
- Audio Typing
- Touch Typing
- Microsoft Office
- Excel
- Accurate Key Board Skills
- Able to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
Desirable
- Knowledge of the Hospital Administration System
- Understanding of Databases
Personal Qualities
Essential
- Clear and precise communication skills
- Good telephone manner
- Able to work under pressure
- Able to meet deadlines
- Good interpersonal skills
- Good organisational skills
- Friendly and helpful manner
- Caring attitude
- Attention to detail
- Ability to work on own initiative or part of a team
- Flexible approach to working hours and duties
- Able to demonstrate an understanding of issues relating to confidentiality
- Proven record of good timekeeping and attendance
Person Specification
Qualifications
Essential
- RSA II Typing, Word or Equivalent
- Proven Computer literacy
- GCSE Maths and English or equivalent
Desirable
- Amspar certificate or diploma
Experience
Essential
- Previous experience as P.A or Secretary
- Medical Terminology
- Audio Typist
Desirable
- Previous NHS or related environment
- Some customer care experience
Skills & Abilities
Essential
- Audio Typing
- Touch Typing
- Microsoft Office
- Excel
- Accurate Key Board Skills
- Able to demonstrate skills that ensure tasks are completed accurately and within a given timeframe.
Desirable
- Knowledge of the Hospital Administration System
- Understanding of Databases
Personal Qualities
Essential
- Clear and precise communication skills
- Good telephone manner
- Able to work under pressure
- Able to meet deadlines
- Good interpersonal skills
- Good organisational skills
- Friendly and helpful manner
- Caring attitude
- Attention to detail
- Ability to work on own initiative or part of a team
- Flexible approach to working hours and duties
- Able to demonstrate an understanding of issues relating to confidentiality
- Proven record of good timekeeping and attendance
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.
Employer details
Employer name
West Suffolk NHS Foundation Trust
Address
West Suffolk Hospitals Nhs Trust
Hardwick Lane
Bury St. Edmunds
Suffolk
IP332QZ
Employer's website
https://www.wsh.nhs.uk (Opens in a new tab)
