Job summary
This role is mainly responsible for the smooth running of a team of a small secretarial team to the Gloucestershire Continence Service based at Cheltenham General Hospital. It also includes and necessitates close liaison, support and assist in the countywide organisational approach of the Continence Specialists team with "day to day" running in the provision of high-quality care for adults with bladder and bowel problems.
You will be required to communicate effectively with patients, carers and healthcare professionals and exercise independent judgement and initiative.
As part of the role it will require coordinating services and contributing to the overall effectiveness of the Gloucestershire Continence Service.
The proposed interview date is 2nd September
Main duties of the job
The post holder manages two Band 3 A/C secretaries and is responsible for their training and ongoing workloads.
The office has a high volume of referrals daily emails/phone calls each day.
The team responsibilities are the setting up and ordering of incontinence containment products for the current patient capacity (approximately 5,000 patients), this includes patients in their own home and Gloucestershire's residential/care homes. They also book new patient, home visit appointments on TrakCare and ensure the smooth running of the service both for patients and CNS's by processing all referrals (letter, email, phone calls) and passing information between community staff and /or carers and the CNS's.
The post holder is responsible for ensuring that Out- Patient clinics are run efficiently and are covered or cancelled in the event of CNS sickness or annual leave.
About us
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
Job description
Job responsibilities
- To provide and receive complex confidential information from all healthcare professionals including hospital secondary and primary care and residential home care staff.
- To be an effective negotiator on sensitive or contentious issues, this may require tact and persuasive skills to agree compromise outcomes.
- Deal with telephone enquiries; frequently be the first line telephone contact in frustrated /angry situations.
- Identify urgent from non-urgent post
- Ability to exercise judgement in sensitive confidential areas when dealing with patients, carers and healthcare staff. Helping with non-clinical advice relating to the home delivery service, referrals onto the CNSs and ensuring accurate records are kept.
- Managing the office needs and requirements effectively including stationery, essential office equipment and specialist clinical products used by the CNSs to maintain a high quality service.
- Be responsible for the processing of invoices including photocopying documentation and follow up of payments
- Selecting, training and supervising non-clinical staff including new starters or less experienced staff (including agency) on the running procedures of the Service, including ordering continence supplies, and any other related IT skills, as required by the service
- Represent for the Lead of Service when required, liaising with local health organisations such as Integrated Care Board (ICB) , developing strategies for the service on issues such as computer systems, expanding or changing services, both short and long-term service demands.
Job description
Job responsibilities
- To provide and receive complex confidential information from all healthcare professionals including hospital secondary and primary care and residential home care staff.
- To be an effective negotiator on sensitive or contentious issues, this may require tact and persuasive skills to agree compromise outcomes.
- Deal with telephone enquiries; frequently be the first line telephone contact in frustrated /angry situations.
- Identify urgent from non-urgent post
- Ability to exercise judgement in sensitive confidential areas when dealing with patients, carers and healthcare staff. Helping with non-clinical advice relating to the home delivery service, referrals onto the CNSs and ensuring accurate records are kept.
- Managing the office needs and requirements effectively including stationery, essential office equipment and specialist clinical products used by the CNSs to maintain a high quality service.
- Be responsible for the processing of invoices including photocopying documentation and follow up of payments
- Selecting, training and supervising non-clinical staff including new starters or less experienced staff (including agency) on the running procedures of the Service, including ordering continence supplies, and any other related IT skills, as required by the service
- Represent for the Lead of Service when required, liaising with local health organisations such as Integrated Care Board (ICB) , developing strategies for the service on issues such as computer systems, expanding or changing services, both short and long-term service demands.
Person Specification
Qualifications
Essential
- Advanced keyboard skills to RSA Stage III with audio typing
- Touch typist - advanced keyboard skills/typing to RSA Stage III
- IT, Internet Outlook, and Microsoft office skills (Word, Excel, PowerPoint and Database). Preferably with ECDL, NVQ3 or RSA111 qualifications
Experience
Essential
- Extensive years secretarial experience, with understanding of medical terminology
- Attend meetings, take formal, accurate minutes.
- Use of the TrakCare system, new clinic set up, supervising appointments, maintain established clinics to service demands.
- Ability to use the P2P system
Knowledge/ Skills
Essential
- Ability to manage an Administrative/ Clerical team, including non-clinical duties, time keeping, holiday rotas (Healthroster).
Desirable
- Ability to communicate with Contractors and suppliers on delivery and supply issues
- Provision of up to date reports on financial status, budget control and business planning for new projects, as required
Person Specification
Qualifications
Essential
- Advanced keyboard skills to RSA Stage III with audio typing
- Touch typist - advanced keyboard skills/typing to RSA Stage III
- IT, Internet Outlook, and Microsoft office skills (Word, Excel, PowerPoint and Database). Preferably with ECDL, NVQ3 or RSA111 qualifications
Experience
Essential
- Extensive years secretarial experience, with understanding of medical terminology
- Attend meetings, take formal, accurate minutes.
- Use of the TrakCare system, new clinic set up, supervising appointments, maintain established clinics to service demands.
- Ability to use the P2P system
Knowledge/ Skills
Essential
- Ability to manage an Administrative/ Clerical team, including non-clinical duties, time keeping, holiday rotas (Healthroster).
Desirable
- Ability to communicate with Contractors and suppliers on delivery and supply issues
- Provision of up to date reports on financial status, budget control and business planning for new projects, as required
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.
