Office Manager/Supervisor/Snr Medical Secretary (XN04)

Job description

Job responsibilities

JOB PURPOSE

The post holder will provide a comprehensive medical secretarial service to the Consultants and the medical team (CMT). They will support and administer processes to sustain the Consultants practice through administrative protocols, processes and procedures in line with service needs. They must be able to communicate sensitively and effectively with a wide range of people including patients, medical staff and colleagues. The secretary may be required to cover for colleagues during absence and work flexible hours when necessary.

JOB DIMENSIONS

The Neurosciences Spinal Surgery and Neurosurgical surgical service comprises of 5 elective theatres and 1 acute theatre on the LGI site providing theatre capacity for adult and paediatric spinal surgery and adult cranial surgery. In addition to elective theatres at Chapel Allerton Hospital. The service also uses operating capacity at a number of other NHS hospitals and independent sector providers in the West Yorkshire region. There are up to 20 theatre lists running each week within the service. There are currently 24 consultant surgeons working within the service.

The post holder will develop and maintain close working relationships with the consultants, the wider directorate clinical teams, the neurosciences management team, the wider neurosciences administration team and external organisations.

KNOWLEDGE, SKILLS, AND EXPERIENCE REQUIRED

Please read the person specification for full details of knowledge, skills and experience required.

6. THE LEEDS WAY VALUES

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centered

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

Additionally, the following are core values which relate specifically to this post:

A positive and professional attitude

Show genuine commitment and enthusiasm to providing a high-quality service

WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)

Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.

By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating, and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.

WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition.

CORE BEHAVIOURS AND SKILLS

Appropriate typing/IT qualification or equivalent.

An ability to accurately transcribe complicated/complex audio tapes, shorthand notes and type complicated medical information while subject to frequent interruption.

The ability to cope with the sometimes distressing and emotional nature of the work when dealing with situations requiring sensitivity involving colleagues, patients, and their families.

An ability to exercise judgement when dealing with patient enquiries to evaluate the situation and resolve problems.

Excellent organisational skills with the ability to work both independently and as part of a team, prioritise workload, work under pressure, multi-task and meet deadlines.

Highly developed interpersonal skills with the ability to communicate clearly and effectively at all levels, i.e., patients, relatives, colleagues, and health professionals, within the Trust and externally.

Must be tactful and diplomatic.

CORE KNOWLEDGE AND UNDERSTANDING

Knowledge and understanding of Leeds Teaching Hospitals Trust patient access policy

Knowledge and understanding of Leeds Teaching Hospitals Trust theatre scheduling guidelines and policies

Knowledge and understanding of a range of local standard operating procedures for theatre scheduling with neurosciences

Knowledge of Trust-wide and local administrative systems including Patient Administration System (PAS), PPM+, OrderComms (ICE), Excel, Theatre Management System (TMS)

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Work closely with the consultants and their team, clerical, secretarial and other Trust staff to ensure the delivery of a co-ordinated and consistent operational management service.

Drafting standard clinical letters on behalf of Consultants prior to checking and signing by the relevant Consultant.

Provide and receive routine information requiring tact/provision of sensitive information.

Exchange information with patients and staff for appointments, admissions, and meetings verbally, in person and in written format.

Filing correspondence and results of tests/investigations in a timely manner and liaising with the Consultants with reference to these results.

Supporting the consultants in their wider role e.g., medical committees, research activities, producing publications, in role of Regional Adviser etc.

Compiling and collating data from various sources, following up contributions to publications etc. including assembling information in an appropriate format for the Consultants.

Creating and maintaining appropriate record systems.

Using a range of IT skills to support the clinical work of the consultant e.g., development of databases and spreadsheets, inputting and reporting from these on a regular basis and preparation of power point presentations.

Provide training and support to clerical or trainee staff and to new/temporary staff, checking their work and allocating work to ensure the most urgent work is given priority.

Liaising with patients, general practitioners, and hospital staff.

Respond to written and telephone enquiries in a polite and helpful manner, prioritising messages and taking responsibility for any follow-up action.

Work as part of the administration team and, when necessary, provide interdepartmental cover, where appropriate and in discussion with the line manager.

Comply with the requirements dictated by regulatory bodies and their code of practice throughout all disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS.

Person Specification

Experience

Essential

• Previous administrator role experience
• Experience of using Windows and IT packages

Desirable

• Knowledge of medical terminology

Qualifications

Essential

• Proficient audio/copy typist

Desirable

• Previous experience of working in a hospital environment

Skills & Behaviours

Essential

• Excellent attention to detail
• Polite and helpful customer service skills
• Ability to communicate effectively with others and plan own workload
• Sound knowledge of MS Excel, Word & Outlook
• Team player who is also able to work on own initiative

Desirable

• Qualified to RSAII typing/word processing or equivalent experiences
• Diary management experience
• Self-motivation and resilience

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

Leeds Teaching Hospitals

Address

Leeds General Infirmary

Great George Street

Leeds

LS13EX

Employer's website

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