Job summary
The post holder is responsible for providing a comprehensive and efficient secretarial service to the medical staff, nursing team, patients, managers and other users of the service. Using their initiative, skills, knowledge and experience they will manage, prioritise, plan and organise their own time and workload.
Ensuring that agreed targets are achieved, whilst maintaining the highest standards to the mutual benefit of the patients and the Trust.
The post holder will be the main point of contact for patients, consultants and other service users ensuring a 5 day service is provided.
This vacancy is advertised as a full time permanent role.
Main duties of the job
To provide a comprehensive secretarial service to the Consultants and the speciality in line with existing and changing requirements within the trauma and orthopaedic service.
To provide a comprehensive secretarial service to the Consultants and the speciality in line with existing and changing requirements.
Using MS Office applications, provide an accurate, high quality and complete secretarial service including word processing, filing, audio typing, photocopying, uploading/downloading of voice files and the composition of letters.
Type patient letters relating to clinic appointments, test results, re-referrals, discharge summaries or any other patient & non-patient related correspondence from audio, shorthand, longhand, or verbal dictation in line with Trust guidelines.
Implement existing policies and procedures and provide cover for colleagues during periods of absence to maintain adequate levels of service delivery.
Promote good practice as this relates to national guidelines and local policies. Cascade knowledge, information and training to other members of the team. Including ensuring that the department / team comply with all Health and Safety legislation.
Monitor performance and quality standards within the department: i.e. timeliness of discharge letters and admin letters; and taking action as appropriate.
Manage team morale to ensure smooth running of the department.
About us
You will be working for an organisation which values and respects all its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Be able to work with a degree of autonomy, which comes from experience.
Work to objectives as set by the management team and deliver the standards required.
Ensure the patient 18 week pathway is monitored and observed at all times. This will include actively managing the 18 week pathway during monitoring of investigations.
Ensure scheduling rotas are current and communicate with rota organiser regarding any changes.
Send and retrieve patient notes from the medical records office, clinic areas, x-ray department, and other departments on a daily/weekly basis using a trolley to transport the notes.
Ensure electronic and/or manual systems of notes tracing are regularly kept up to date and completed accurately.
Request notes and x-rays from other hospitals and actively chase until received.
Work with the administrative team to ensure patients are treated in accordance with Trust and National Guidelines.
Work as a team to ensure current teams workload is managed as well as when directed picking up any typing within the Department if a backlog occurs.
To manage own workload efficiently and effectively. Make decisions pertaining to the smooth and efficient running of the department acting independently but where necessary referring problems to the Sub-Specialty Co-ordinator.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Be able to work with a degree of autonomy, which comes from experience.
Work to objectives as set by the management team and deliver the standards required.
Ensure the patient 18 week pathway is monitored and observed at all times. This will include actively managing the 18 week pathway during monitoring of investigations.
Ensure scheduling rotas are current and communicate with rota organiser regarding any changes.
Send and retrieve patient notes from the medical records office, clinic areas, x-ray department, and other departments on a daily/weekly basis using a trolley to transport the notes.
Ensure electronic and/or manual systems of notes tracing are regularly kept up to date and completed accurately.
Request notes and x-rays from other hospitals and actively chase until received.
Work with the administrative team to ensure patients are treated in accordance with Trust and National Guidelines.
Work as a team to ensure current teams workload is managed as well as when directed picking up any typing within the Department if a backlog occurs.
To manage own workload efficiently and effectively. Make decisions pertaining to the smooth and efficient running of the department acting independently but where necessary referring problems to the Sub-Specialty Co-ordinator.
Person Specification
Educationa and Qualifications
Essential
- Educated to GCSE with English Language (grade C/4 or above) or equivalent experience
- OCR/RSA Stage III typewriting/word processing qualification or equivalent experience
- ECDL or equivalent or AMSPAR diploma or equivalent diploma level qualification.
Desirable
- Educated to A Level standard or equivalent.
Experience
Essential
- Significant secretarial/clerical experience or office-based work/admin experience
- Experience in audio typing
Desirable
- Experience of working with patient pathways and the 18-week referral to treatment target.
- Knowledge of Trust data systems e.g. Connect, ICE, G2.
Special Skills/Aptitudes
Essential
- Good computer and keyboard skills with the ability to use Microsoft packages including Word and Excel.
- Good communication and organisational skills.
- Plan, allocate and delegate tasks to support secretarial staff to meet service demands.
- Propose changes to policies and procedures. Involved in service development or improvement initiatives.
- Flexible approach to working.
- Ability to work efficiently on own initiative and as part of a team.
- Empathy for patients and understanding of the Trust's PROUD values.
Further Training
Essential
- A willingness to undertake training as required to deliver the duties of the post
Other Factors
Essential
- Understanding of issues surrounding patient confidentiality
Further Training
Essential
- Understanding of patient confidentiality.
- Ability to prioritise workload and meet deadlines.
Desirable
- Awareness of medical records issues e.g. Data Protection, Information Governance.
Person Specification
Educationa and Qualifications
Essential
- Educated to GCSE with English Language (grade C/4 or above) or equivalent experience
- OCR/RSA Stage III typewriting/word processing qualification or equivalent experience
- ECDL or equivalent or AMSPAR diploma or equivalent diploma level qualification.
Desirable
- Educated to A Level standard or equivalent.
Experience
Essential
- Significant secretarial/clerical experience or office-based work/admin experience
- Experience in audio typing
Desirable
- Experience of working with patient pathways and the 18-week referral to treatment target.
- Knowledge of Trust data systems e.g. Connect, ICE, G2.
Special Skills/Aptitudes
Essential
- Good computer and keyboard skills with the ability to use Microsoft packages including Word and Excel.
- Good communication and organisational skills.
- Plan, allocate and delegate tasks to support secretarial staff to meet service demands.
- Propose changes to policies and procedures. Involved in service development or improvement initiatives.
- Flexible approach to working.
- Ability to work efficiently on own initiative and as part of a team.
- Empathy for patients and understanding of the Trust's PROUD values.
Further Training
Essential
- A willingness to undertake training as required to deliver the duties of the post
Other Factors
Essential
- Understanding of issues surrounding patient confidentiality
Further Training
Essential
- Understanding of patient confidentiality.
- Ability to prioritise workload and meet deadlines.
Desirable
- Awareness of medical records issues e.g. Data Protection, Information Governance.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
