Job summary
To provide a high quality comprehensive and confidential secretarial and administrative support service to the Consultant and clinical team on a day-to-day basis.
You will work independently in an ever changing administrative environment. You will manage numerous workloads with priorities changing daily on a sliding scale.
You will be confident in communicating with patients, internal and external stakeholders and across a breadth of seniority levels.
This role involves managing a patient caseload for your clinical team along with managing, scheduling and booking an elective theatre list.
Main duties of the job
The post-holder will have day to day responsibility for providing a comprehensive, efficient and confidential secretarial service to a team of consultants, clinicians and nursing staff.
Key responsibilities include constant liaison with consultant, medical staff, patients, other administration teams, General Practitioners, external bodies, ward staff and theatre staff.
It is expected that staff will be able to demonstrate a significant level of initiative in organising their workload and in taking decisions and action within clearly defined limits.
You will receive and take relevant action on telephone calls and other enquires from key contacts, dealing with internal and external sources to resolve any problems, queries, or complaints, making appointments, and arranging visits and meetings where appropriate.
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
To co-ordinate the day-to-day management and maintenance of the patient elective pathway in accordance with the Patient Access Policy.
Receive and take telephones calls, taking relevant action and dealing with other enquires, internally and externally. You will problem solve, resolving situations to prevent ongoing issues or complaints within the service. You will deal with any queries, make appointments and arrange visits and meetings when required.
As a medical secretary you will maintain consultant diaries, assist with scheduling consultant workload and communicate with other relevant parties concerning planning and rescheduling of work.
You will provide accurate, efficient typing from an audio-based dictation system, typing letters, results, discharge summaries, reports and general correspondence all within the Trust target frame.
You will open the post and prioritise for the consultants, dealing with matters not requiring clinical input and deal with general administrative tasks.
You will select cases for theatre lists within give guidelines ensuring the nation and local targets are met.
To replace cancellations, as and when necessary, with like for like cases or within guidelines provided, whilst considering the national targets for waiting times.
Inform patients of starving requirements depending on scheduling of theatre sessions.
Dealing with all patients enquires regarding cancellations, rescheduling, holiday bookings and suspensions.
To contact the patients and agree a convenient date for their admission, in line with booked admissions.
Advise patients of the pre-operative assessment appointments process and isolation period prior to surgery.
To manage waiting list entries, following the elective policy, amending pathways with the complexities for each patient. Where appropriate removing the waiting list entries and re-establishing entries when the patient is then ready of surgery to offer an admission date.
Liaise with clinicians regarding appropriate scheduling of patients such as case mix together with other key information to ensure the full utilisation of theatre lists.
Be responsible for producing operating lists for individual operating sessions, including special/clinical instructions, and circulating to the designated areas in a timely manner.
Informing the theatre staff of specialist theatre equipment required as directed by the medical staff and arrange for identified representatives to be present at the time of surgery.
To accurately in-put, up-date and monitor patient related information onto the computerised Patient Administration System.
To report and keep records of patient cancelled on the day of surgery to ensure the patient is re-dated for surgery within the 28 days national target.
To work closely with the Medical Secretarial team and Health records clerks to ensure the development of an efficient team to effectively support the Directorate.
To be responsible for the timely processing of all incoming and outgoing mail.
To act as a mentor for newly recruited staff, including an introduction into working practices and procedures within the Department.
You will be a dynamic key role in the team, assisting and covering for other teams members in times of absence.
Job description
Job responsibilities
To co-ordinate the day-to-day management and maintenance of the patient elective pathway in accordance with the Patient Access Policy.
Receive and take telephones calls, taking relevant action and dealing with other enquires, internally and externally. You will problem solve, resolving situations to prevent ongoing issues or complaints within the service. You will deal with any queries, make appointments and arrange visits and meetings when required.
As a medical secretary you will maintain consultant diaries, assist with scheduling consultant workload and communicate with other relevant parties concerning planning and rescheduling of work.
You will provide accurate, efficient typing from an audio-based dictation system, typing letters, results, discharge summaries, reports and general correspondence all within the Trust target frame.
You will open the post and prioritise for the consultants, dealing with matters not requiring clinical input and deal with general administrative tasks.
You will select cases for theatre lists within give guidelines ensuring the nation and local targets are met.
To replace cancellations, as and when necessary, with like for like cases or within guidelines provided, whilst considering the national targets for waiting times.
Inform patients of starving requirements depending on scheduling of theatre sessions.
Dealing with all patients enquires regarding cancellations, rescheduling, holiday bookings and suspensions.
To contact the patients and agree a convenient date for their admission, in line with booked admissions.
Advise patients of the pre-operative assessment appointments process and isolation period prior to surgery.
To manage waiting list entries, following the elective policy, amending pathways with the complexities for each patient. Where appropriate removing the waiting list entries and re-establishing entries when the patient is then ready of surgery to offer an admission date.
Liaise with clinicians regarding appropriate scheduling of patients such as case mix together with other key information to ensure the full utilisation of theatre lists.
Be responsible for producing operating lists for individual operating sessions, including special/clinical instructions, and circulating to the designated areas in a timely manner.
Informing the theatre staff of specialist theatre equipment required as directed by the medical staff and arrange for identified representatives to be present at the time of surgery.
To accurately in-put, up-date and monitor patient related information onto the computerised Patient Administration System.
To report and keep records of patient cancelled on the day of surgery to ensure the patient is re-dated for surgery within the 28 days national target.
To work closely with the Medical Secretarial team and Health records clerks to ensure the development of an efficient team to effectively support the Directorate.
To be responsible for the timely processing of all incoming and outgoing mail.
To act as a mentor for newly recruited staff, including an introduction into working practices and procedures within the Department.
You will be a dynamic key role in the team, assisting and covering for other teams members in times of absence.
Person Specification
Educations, Training and Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English and Mathematics or equivalent.
- RSA 2 Certification of secretarial studies or vast experience having been a secretary
Desirable
- NVQ level 3 in Business Administration
- Experience of Patient Administration System (Camis) or equivalent
Knowledge and Experience
Essential
- Significant experience working in an office setting
- Some NHS or healthcare administration experience
- Experience of prioritising own workload, meeting targets and deadlines
Desirable
- NHS Experience desirable but not essential
- Knowledge of Camis or similar patients system
- Experience of managing patient waiting lists
Skills
Essential
- Good communication skill
- Organisation and time management
- Ability to speak to distressed patients
- Excellent IT and keyboard skills
- Working in a complex environment in a required timeframe
Desirable
- Ability to speak to distressed patients
Person Specification
Educations, Training and Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English and Mathematics or equivalent.
- RSA 2 Certification of secretarial studies or vast experience having been a secretary
Desirable
- NVQ level 3 in Business Administration
- Experience of Patient Administration System (Camis) or equivalent
Knowledge and Experience
Essential
- Significant experience working in an office setting
- Some NHS or healthcare administration experience
- Experience of prioritising own workload, meeting targets and deadlines
Desirable
- NHS Experience desirable but not essential
- Knowledge of Camis or similar patients system
- Experience of managing patient waiting lists
Skills
Essential
- Good communication skill
- Organisation and time management
- Ability to speak to distressed patients
- Excellent IT and keyboard skills
- Working in a complex environment in a required timeframe
Desirable
- Ability to speak to distressed patients
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).
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