Support Secretary

Job description

Job responsibilities

To attend weekly NSS PTL meetings with the Directorate Support Officer to discuss and agree future activity planning then co-ordinate the changes required

To work with clinicians, nursing staff, and Fast Track/booking teams to ensure full utilisation of clinic capacity. To monitor and identify any capacity issues and highlight these to the Assistant Directorate Manager.

To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to abnormal results.

To ensure all information and messages received from patients, colleagues, clinical and managerial staff are communicated efficiently and correctly. This can be of a sensitive or complex nature.

To act up in the absence of the Senior Team Secretary, ensuring all duties are completed in an effective and efficient manner to ensure an optimum service is maintained at all times.

To provide cross cover for the secretarial team.

Respond positively and promptly to enquiries and problems received from patients, clinical staff and other agencies, using initiative to take appropriate action in accordance with departmental policies and procedures.

Be committed to continual self-development and training to meet the requirements and further development of the specialty.

Respond in a professional and sensitive manner when dealing with confidential issues to patients, relatives, and other agencies.

To accurately create records and update patient related information onto the computerised Patient Administration System (Careflow).

Take responsibility for patient notes in the office pertaining to own work and tracking of notes.

Photocopying, scanning, enveloping and dealing with post as required by Team

Assist with the training and induction of any new, or less experienced, secretarial/support staff.

Be familiar with and comply with all Trust and Departmental Policies and procedures.

Participate in appraisals to agree/revise Personal Development Plans.

To work closely with Health Records Staff and Team members to ensure the development of an efficient Team to effectively support the Directorate/Department.

Attend and participate in regular staff meetings.Compile and maintain an up-to-date secretarial job plan/cover folder for secretarial team.

To participate in team, professional and personal development activities and promote commitment to continuous development and improvement.

To ensure effective contribution to the delivery of the organisations objectives

Any other duties commensurate with post as requested.

Person Specification

Qualifications

Essential

• GCSE in English and Mathematics at grade C or above.
• Typing or key board skills/qualification

Desirable

• RSA Typing/Audio transcription

Experience

Essential

• Knowledge/experience of a range of secretarial procedures
• Knowledge of medical terminology
• General Admin & clerical experience.

Desirable

• Able to update and maintain various IT software packages
• Experience in the NHS

Communication skills

Essential

• Excellent communicator both face-to-face and on the telephone
• Good written and verbal communication skills

Desirable

• Demonstrate empathy and sympathy when dealing with sensitive issues regarding patients and relatives

Flexibility

Essential

• Occasional requirement to work over to complete urgent tasks

Desirable

• Flexible working hours to cover colleagues during absences

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.

Certificate of Sponsorship

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).

Employer details

Employer name

The Royal Wolverhampton NHS Trust

Address

New Cross Hospital

Wolverhampton Road

Wolverhampton

WV10 0QP

Employer's website

https://www.royalwolverhampton.nhs.uk/ (Opens in a new tab)