Speciality Co-ordinator Obstetrics and Gynaecology

Job responsibilities

Communication

Service Delivery and Improvement

• Required to be versatile and adaptable to the demands of the Obstetric and Gynaecology Team. Work without supervision and take the initiative as and when required.
• To assist the Obstetric and Gynaecolog Consultants with administration and clerical duties relating to the day to day running of the Obstetric and Gynaecology Department, including recording of statutory data, training and rotas.
• Manage and prioritise own workload and to be able to work independently.
• Type complex medical documents.
• Provide advice and assistance to patients, dealing with them in a sensitive, diplomatic and confidential manner.
• Ensure any medical team requested clinic template changes are agreed with appropriate Divisional Manager/Operational Manager and actioned by appropriate department.
• Advise relevant departments of Consultant and team members annual and study leave arrangements to ensure that relevant adjustments are made to clinic templates and theatre schedules.

Patient Care Delivery

• To act as a focal point for both medical and non-medical visitors and telephone enquiries to the department.
• Use the patient administration system and patient management system and all appropriate aspects of Microsoft Office for updating and extracting patient information on a daily basis.
• Co-ordinate professional diaries for key staff.
• Co-ordinate multidisciplinary departmental meetings and relevant documentation, arranging sponsorship, travel arrangements etc. Produce presentations as required.

-- Please see Job Description & Person Specs for further info --

Qualifications

Essential

• o5 GCSE A-C grades or equivalent including English and Maths
• oVRQ Vocational Level 3 or 4 or equivalent qualification
• oSecretarial/PA qualification

Desirable

• oMedical Secretarial qualification
• oRSA Stage III Typing or equivalent

Knowledge Training Experience

Essential

• oAt least 2 years experience as a Medical Secretary
• oExcellent knowledge of a full range of secretrarial procedures
• oExperience of establishing efficient office systems and processes
• oAbility to take and transcribe minutes of meetings
• oExperience of working in a multi-disciplinary team environment
• oPrevious involvement in data collection, patient pathway tracking and data collection

Desirable

• oPrevious NHS work experience in an acute setting

Communication

Essential

• oAbility to manage own time and work independently whilst also meeting priorities
• oAbility to learn and implement new processes quickly and independently
• oAbility to act on own initiative and to problem solve independently within appropriate guidelines, deciding when necessary to escalate to line manager
• oAdvanced keyboard skills
• oAbility to respond to a crisis sensitively and with appropriate urgency
• oAbility to concentrate for prolonged periods of time with frequent interruptions from telephone calls and colleagues
• oAbility to show empathy and understand the difficulties faced by people affected by cancer

Desirable

• oAudio typing skills and experience of digital dictation systems.
• oAbility to build effective working relationships
• oAble to motivate and influence others

Analytical and Judgemental

Essential

• oAbility to use own judgement/initiative to problem solve and adapt to changing situations
• oRecognise abnormal results and bring to the attention of the Consultant
• oTo be able to prioritise workload in an ever changing and demanding environment

Planning and Organisational

Essential

• oProven organisational skills and ability to multitask, prioritise workload and work to deadlines, often dealing with complex activities, programmes and situations
• oSelf motivated and ability to work without supervision
• oAttention to detail
• oOrganising meetings and events as required
• oProven team working skills

Physical Skills

Essential

• oAdvanced keyboard skills
• oAbility to concentrate when work pattern is unpredictable and where there are frequent interruptions
• oUnderstand the appropriate escalation of problems/concerns to line manager or medical staff

Patient/Client Care

Essential

• oProvide non clinical information and advice to patients and relatives about admissions and appointments
• oAware of the need for confidentiality in accordance with Data Protection Act
• oAbility to maintain confidentiality
• oPutting the Patient First
• oTelephone contact with patients and GP Practices
• oAble to monitor patients through their referral pathway

Information Resources/IT

Essential

• oExcellent knowledge of MS Office including Word, Outlook and Diary Management, Excel, Power Point
• oCompliance and understanding of the Trust policy for Information Governance
• oEffective and accurate keyboard skills

Desirable

• oPrevious use of Patient Administration Systems (PAS)

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).