Job summary
To provide high-quality administrative and medical secretarial support to the Gender Identity Clinic based at Danetre Hospital, Daventry. The role is central to the effective, confidential, and efficient delivery of clinical services, supporting both patients and the multidisciplinary clinical team within a specialist setting.
The post entails working as part of a multidisciplinary team that provides diagnostic assessments, counselling, and pharmacological treatments for individuals undergoing gender reassignment, using NHS England guidelines and service specification as the framework for the patients clinical pathway.
the post holder will be expected to contribute to further development of effective liaison with primary care GP services, which are the source of referrals to the clinic as well as providing comprehensive administrative and secretarial support to the GIC staff.
Main duties of the job
This post holder will as part of a multidisciplinary team, responsible to the Head of GIC, meeting the following key functions:
- To promote positive attitudes towards gender identity issues and ensure that patients understand the rights afforded to them by the Equality Act 2010.
- To provide a comprehensive secretarial and administration service to the team.
- Work along side the other GIC administrators, effectively organise the medically based workload in terms of appointments, waiting times, and correspondence.
- To liaise with other departments and clients as required.
About us
NHFT is an NHS Community and Mental Health Foundation Trust, providing physical, mental health and specialty services in hospital settings and in the community. We provide over 200 services across the county - as well as some specialist services in bordering and nearby counties. We work together with our partners to ensure that everyone who comes through our doors receives compassionate, person-centred care, regardless of their background or circumstances.
NHFT promotes a culture of learning, to improve the care and safety of our patients and colleagues. We have achieved our 'outstanding' rating by encouraging opportunity, innovation, development and growth across our workforce.
Job description
Job responsibilities
Duties and Responsibilities
- To deal with telephone enquiries from key contacts including GPs, liaise with internal and external sources to resolve any problems, queries or complaints, which may be from distressed patient/relatives and may include dealing with delicate situations, using own judgement.
- Deal with patients, relatives, medical representatives and other professionals that attend the GIC office to resolve any problems, queries, complaints or requests for appointments.
- Ensure confidentiality at all times.
- Manage own workload and work independently within service need.
- Maintain diaries, assist in scheduling consultant workload and liaise with other relevant parties concerning the planning and rescheduling of work as necessary.
- Advise junior medical staff to attend clinical commitments as necessary.
- allocate and organise junior medical staff administrative workload, ensuring timely response in the interest of patient care.
- Organise clinical attachments to the medical staff, liaising with various departments to arrange the placements, teaching sessions and attendance at clinical sessions as necessary.
- Compile and review office protocols, modifying working practices where necessary, ensuring that protocols are up to date and contain all relevant procedures with individual offices to support any relief secretaries, clerical staff and new staff who may be required to support the gender team.
- Manage post and priorities for medical staff, dealing with any matters not requiring the consultant attention.
- Ensure all investigations and tests results are checked by the relevant consultant or an appropriate member of the team. Ensure that all known abnormal or urgent results are brought of the consultant or an appropriate member of the team; ensuring urgent action is taken as appropriate.
- Ensure systems are in place to ensure that accurate copies of correspondence, pathology, or other investigation reports are entered in to the relevant electronic database/patient notes.
- Ensure the word processing of all documents relevant to consultants work, clinical and non-clinical.
- Ensure that correspondence is types and dispatched in line with Clinical Governance/CPA requirements and in the interest of the patient.
- Ensure a general administrative service is provided for consultants and the team including photocopying, filing, and distribution.
- To assist in the compilation of any patient, clinic, or administration list; liaising with waiting list/appointment staff where necessary. Giving concise instructions regarding preparation and administration of waiting list issues and procedures and appointment requests, cancellations and rescheduling where necessary.
- Liaise with other departments concerning patient data for appointments.
- Undertake ordering of stationery for the office/area.
- Take minutes and arrange meetings.
- Assist in the preparation of teaching materials including presentation slides, organising teaching sessions and speakers when required.
- Use SystmOne regarding identification of patient and outpatient waiting list data.
- Process information through established Trust systems and procedures.
- Participate in audits as required.
- Compile and summit statistical information as required by the Trust under the direction of the Head of GIC.
- Provide support with training any new staff, demonstrating duties to the new starter where required.
- Ensure up to date personal awareness and knowledge of Trust wide issues and directives, applying knowledge in the workplace including attending appropriate directors briefi
For further information on the advertised role, please refer to the job description located under the Supporting Documents heading. The full person specification can be accessed under the About You Section of the document.
Job description
Job responsibilities
Duties and Responsibilities
- To deal with telephone enquiries from key contacts including GPs, liaise with internal and external sources to resolve any problems, queries or complaints, which may be from distressed patient/relatives and may include dealing with delicate situations, using own judgement.
- Deal with patients, relatives, medical representatives and other professionals that attend the GIC office to resolve any problems, queries, complaints or requests for appointments.
- Ensure confidentiality at all times.
- Manage own workload and work independently within service need.
- Maintain diaries, assist in scheduling consultant workload and liaise with other relevant parties concerning the planning and rescheduling of work as necessary.
- Advise junior medical staff to attend clinical commitments as necessary.
- allocate and organise junior medical staff administrative workload, ensuring timely response in the interest of patient care.
- Organise clinical attachments to the medical staff, liaising with various departments to arrange the placements, teaching sessions and attendance at clinical sessions as necessary.
- Compile and review office protocols, modifying working practices where necessary, ensuring that protocols are up to date and contain all relevant procedures with individual offices to support any relief secretaries, clerical staff and new staff who may be required to support the gender team.
- Manage post and priorities for medical staff, dealing with any matters not requiring the consultant attention.
- Ensure all investigations and tests results are checked by the relevant consultant or an appropriate member of the team. Ensure that all known abnormal or urgent results are brought of the consultant or an appropriate member of the team; ensuring urgent action is taken as appropriate.
- Ensure systems are in place to ensure that accurate copies of correspondence, pathology, or other investigation reports are entered in to the relevant electronic database/patient notes.
- Ensure the word processing of all documents relevant to consultants work, clinical and non-clinical.
- Ensure that correspondence is types and dispatched in line with Clinical Governance/CPA requirements and in the interest of the patient.
- Ensure a general administrative service is provided for consultants and the team including photocopying, filing, and distribution.
- To assist in the compilation of any patient, clinic, or administration list; liaising with waiting list/appointment staff where necessary. Giving concise instructions regarding preparation and administration of waiting list issues and procedures and appointment requests, cancellations and rescheduling where necessary.
- Liaise with other departments concerning patient data for appointments.
- Undertake ordering of stationery for the office/area.
- Take minutes and arrange meetings.
- Assist in the preparation of teaching materials including presentation slides, organising teaching sessions and speakers when required.
- Use SystmOne regarding identification of patient and outpatient waiting list data.
- Process information through established Trust systems and procedures.
- Participate in audits as required.
- Compile and summit statistical information as required by the Trust under the direction of the Head of GIC.
- Provide support with training any new staff, demonstrating duties to the new starter where required.
- Ensure up to date personal awareness and knowledge of Trust wide issues and directives, applying knowledge in the workplace including attending appropriate directors briefi
For further information on the advertised role, please refer to the job description located under the Supporting Documents heading. The full person specification can be accessed under the About You Section of the document.
Person Specification
Experience and Knowledge
Essential
- Knowledge and experience understanding medical terminology and the use of SystmOne electronic patient clinical notes
Desirable
- Ability to utilise remote working technologies where appropriate to the delivery care and treatment.
Experience and Knowledge
Essential
- Knowledge and experience of Microsoft platforms such as Word, Excel, Outlook, PowerPoint.
Desirable
- Basic knowledge of patient pathways
Person Specification
Experience and Knowledge
Essential
- Knowledge and experience understanding medical terminology and the use of SystmOne electronic patient clinical notes
Desirable
- Ability to utilise remote working technologies where appropriate to the delivery care and treatment.
Experience and Knowledge
Essential
- Knowledge and experience of Microsoft platforms such as Word, Excel, Outlook, PowerPoint.
Desirable
- Basic knowledge of patient pathways
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
Northamptonshire Healthcare Foundation Trust
Address
Daventry Mental Health Resource Centre, Danetre Hospital.
London Road
Daventry
NN11 4DY
Employer's website
https://www.nhft.nhs.uk/ (Opens in a new tab)
