Job responsibilities
Knowledge, Skills & Experience
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- NVQ level three in administration or equivalent experience with a appropriate years experience in a hospital or office environment
- IT experience of Microsoft Office packages
- IT capable to ensure proficient use of hospital computer systems
- An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
- Proven organisational skills with the ability to prioritise workload and to work to deadlines
- Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
- Good interpersonal skills for dealing with people internal and external to the organisation
- Ability to work flexibly within a team
- Ability to work quickly and accurately
- Ability to use own judgement and initiative as appropriate
Speciality Specific Support Role
- Receive and direct clinical telephone enquiries to the consultant staff, taking messages where necessary.
- Cover the Andrology Appointment Line on a rotational basis, booking patients for semen analysis testing.
- Take, transcribe and distribute minutes as appropriate
- Typing detailed medical reports for legal use when necessary
- Supporting consultant medical staff by assisting with the production/transcription of medical staffing paperwork, such as references etc.
- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.
- Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.
- Assist in the maintenance of the consultant clinical notes.
- Completing consultant annual leave and study leave requests and travel claims.
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g., booking investigations, transcription, etc
- Regularly informing the clinical scientist about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- To work as part of a team; working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
- To cover colleagues during absences/annual/sick leave as directed by the secretary supervisor. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
- Undertaking routine office duties including electronic note tracking, photocopying, faxing and filing of correspondence and results and maintenance of records.
- Assist in the training and induction for new and existing colleagues
- Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate
- Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.
- Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.
Semen Cryo-preservation Service
- Responsible for providing administrative support for the semen cryopreservation facility.
- Responsible for maintaining the patient database; including patient records, tracing and contacting patients and partners, correspondence, reports and audits.
- To be part of the Cryopreservation management team, helping to ensure the continued licensing of the department with the Human Fertilisation and Embryology Authority (HFEA).
- Liaise with the Andrology Laboratory Lead Scientist, Clinical Leads and Oncology Department.
Service Improvement
- Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.
- Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
- As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.
Information Technology
- Fast and accurate keyboard skills.
- Use of telephone systems to answer, transfer and divert he clinical lines.
- Searching for patient data into the electronic patient record system and laboratory computer system.
- Use of a various software packages used in the department e.g., Microsoft Office, Outlook, Document control software, patient tracing systems, Electronic Patient records.
- Setting up, attending and minuting meetings using MS Teams.
- Maintaining andrology appointment database.
Training
- Attendance and completion of the hospital induction programme.
- Completion of Pathology induction programme.
- Attendance at the mandatory Trust training programmes.
- Participation in formal individual performance reviews in line with Trust policy, agree annual objectives with the section supervision and review progress against these objectives.
- Undertake training on new IT systems as required.
