Job summary
As a member of the Large Joints Team, you will be expected to work as part of a team taking a lead role in providing secretarial support for the consultants and junior medical staff in the team, with particular responsibility for ensuring clinical correspondence (clinic dictations, imaging reports, and discharge summaries) are produced in a timely fashion as delegated by the Team Leader. You will be looking after patient tracking lists and ensuring patients are treated within the RTT.
To coordinate the junior secretarial support staff in the team.
Liaise with scheduled care list coordinators to ensure theatre utilisation is maximised and patients are treated within nautical targets.
Please note that this job vacancy may close before the advertised closing date if a sufficient number of applications are received. To ensure your application is considered and to avoid disappointment, we advise submitting your application as soon as possible.
Main duties of the job
To work flexibly across two very busy specialties as part of a team, taking a lead role in providing secretarial support for the consultants and other clinical staff in the teams, with particular responsibility for ensuring out-patient clinic capacity utilisation is maximised and patients are treated within the 18-week RTT pathway.
In addition, the medical secretary will ensure clinical correspondence (TPro), is produced in a timely fashion and will be responsible for managing the clinicians' diaries, outpatient clinics and day case commitments.
About us
The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.
Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.
The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.
We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.
The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.
If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you.
Job description
Job responsibilities
- To assist with the typing of all correspondence relating to outpatient and in patients, as well as typing departmental correspondence.
- Regularly liaising with departmental managers to ensure departmental key performance indicators are achieved.
- Ensuring that out-patient clinic capacity utilisation is maximised, and patients are treated within the 18 week RTT pathway.
- Managing consultants and clinicians diaries, booking meetings, and taking minutes where appropriate.
- Arrange clinic reductions/cancellations as appropriate for consultant/clinician leave.
- Arrange patients new and follow up appointments as required using PAS system and liaising with appropriate departments.
- Receive enquiries from patients and staff, resolving enquiries of a more complex nature and dealing with as appropriate.
- Liaise professionally with all departments regarding day case admissions, waiting lists, ad hoc ward attenders and cancellations ensuring hospital policies are adhered to.
- To provide cross cover for secretarial teams during annual leave and sickness.
- To validate weekly primary targeting list (PTL) as delegated by departmental managers.
- Co-operating in the planning and introduction of new procedures, policies, or technology, assisting managers in its implementation.
- To set up and maintain filing systems ensuring all documents are accurately and are appropriately archived.
- To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology/imaging and urgent telephoned results, and all results are filed in the patients records.
- To take responsibility for patients notes in the office. To implement secretarial and administrative policies to track medical records and referral letters using the Patient Administration System.
- To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e-mail correspondence.
- To conduct staff appraisals, as delegated by the Therapy Services Admin Manager.
- To participate in personal appraisals and personal reviews and work to achieve agreed set objectives.
- To participate in appropriate training and development activities.
This is not an exhaustive list of duties, and a regular review will take place with the potholder as part of their on going development and performance management.
Job description
Job responsibilities
- To assist with the typing of all correspondence relating to outpatient and in patients, as well as typing departmental correspondence.
- Regularly liaising with departmental managers to ensure departmental key performance indicators are achieved.
- Ensuring that out-patient clinic capacity utilisation is maximised, and patients are treated within the 18 week RTT pathway.
- Managing consultants and clinicians diaries, booking meetings, and taking minutes where appropriate.
- Arrange clinic reductions/cancellations as appropriate for consultant/clinician leave.
- Arrange patients new and follow up appointments as required using PAS system and liaising with appropriate departments.
- Receive enquiries from patients and staff, resolving enquiries of a more complex nature and dealing with as appropriate.
- Liaise professionally with all departments regarding day case admissions, waiting lists, ad hoc ward attenders and cancellations ensuring hospital policies are adhered to.
- To provide cross cover for secretarial teams during annual leave and sickness.
- To validate weekly primary targeting list (PTL) as delegated by departmental managers.
- Co-operating in the planning and introduction of new procedures, policies, or technology, assisting managers in its implementation.
- To set up and maintain filing systems ensuring all documents are accurately and are appropriately archived.
- To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology/imaging and urgent telephoned results, and all results are filed in the patients records.
- To take responsibility for patients notes in the office. To implement secretarial and administrative policies to track medical records and referral letters using the Patient Administration System.
- To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e-mail correspondence.
- To conduct staff appraisals, as delegated by the Therapy Services Admin Manager.
- To participate in personal appraisals and personal reviews and work to achieve agreed set objectives.
- To participate in appropriate training and development activities.
This is not an exhaustive list of duties, and a regular review will take place with the potholder as part of their on going development and performance management.
Person Specification
Qualifications and Training
Essential
- Able to demonstrate good basic education equivalent of GCSE Grade C and above
- AMSPAR and Medical Terminology qualifications or OCR/RSA 111
- Relevant practical experience of a full range of medical secretarial procedures and software
Experience
Essential
- Provide and receive complex information using negotiating/persuasive skills
- Experience dealing with situations requiring exchange of sensitive/confidential information with patients
- Experience implementing policies or change in practice
- Experience dealing with non-routine queries from patients/relatives, using initiative to resolve
- Experience dealing with informal complaints
Skills and Knowledge
Essential
- Advanced word processing/keyboard skills
- Medical Terminology
- Audiotyping of complicated medical documents
- Knowledge of RTT 18 weeks rules
Personal Qualities
Essential
- Able to work with guidance rather than supervision
- Ability to work in unpredictable environment with changing priorities
- Requires the ability to regularaly apply concentration to detailed pieces of work
- Plan and organise routine activities for junior members of staff
- Analytical skills with particular reference to audit work
Person Specification
Qualifications and Training
Essential
- Able to demonstrate good basic education equivalent of GCSE Grade C and above
- AMSPAR and Medical Terminology qualifications or OCR/RSA 111
- Relevant practical experience of a full range of medical secretarial procedures and software
Experience
Essential
- Provide and receive complex information using negotiating/persuasive skills
- Experience dealing with situations requiring exchange of sensitive/confidential information with patients
- Experience implementing policies or change in practice
- Experience dealing with non-routine queries from patients/relatives, using initiative to resolve
- Experience dealing with informal complaints
Skills and Knowledge
Essential
- Advanced word processing/keyboard skills
- Medical Terminology
- Audiotyping of complicated medical documents
- Knowledge of RTT 18 weeks rules
Personal Qualities
Essential
- Able to work with guidance rather than supervision
- Ability to work in unpredictable environment with changing priorities
- Requires the ability to regularaly apply concentration to detailed pieces of work
- Plan and organise routine activities for junior members of staff
- Analytical skills with particular reference to audit work
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
The Royal Orthopaedic Hospital NHS Foundation Trust
Address
The Royal Orthopaedic Hospital NHS Foundation Trust
Bristol Road South
Northfield, Birmingham
B31 2AP
Employer's website
https://www.roh.nhs.uk/ (Opens in a new tab)
