Secretary / Administrator MSKAPS, Band 3

Job description

Job responsibilities

- To ensure timely review of referrals by clinicians and subsequent processing of those referrals. Organise clinics including the booking of appointments, changing and cancelling appointments in negotiation with patients and generate appropriate paperwork. Ensure high utilisation of clinics to maximise capacity. Recording timely and appropriately on the hospital IT system.

- Typing of correspondence following clinic attendance or patient contact as directed by practitioners and subsequent filing in the health record. Typing reports, both for medical use and for regular service reporting.

- Recording appointment and contact outcomes on the hospital system and service databases. Highlighting patient queries, results or correspondence to clinical team member and taking relevant action. To provide reception cover as required.

- Communicate confidently and effectively with key specialists at all levels within and external to the Trust to ensure smooth running of the service.

This will include highlighting capacity issues and any potential delays due to internal or external factors. To deal with patient and health professional queries using tact and sensitivity and maintaining confidentiality at all times.

- To support the advanced practitioner service by arranging meetings and venues, organising and distributing paperwork as required. Typing of minutes and reports as required.

- To utilise the service databases for recording patient activity and outcomes. Take part in clinical governance activities including implementation of data collection systems to ensure continued service evaluation and compliance with clinical governance. To support and implement service improvements.

- To work as part of the administrative team for MSKAPS taking initiative and working flexibly to ensure an equitable workload across the team and performed to an excellent, efficient and safe standard. To liaise with relevant team members to ensure the smooth running of any process changes/developments. To cover colleagues during absences/annual leave/sick leave. This includes the departmental secretary with response to solicitors/legal services requests for notes and reports in order to fulfil legal obligations, and liaison with the Legal and Complaints department as necessary. To assist in the training and development of colleagues.

- To comply with Trust and Departmental policies and procedures e.g. Health and Safety at Work Act (1974), Manual Handling, Data Protection Acts and patient confidentiality at all times. This will include demonstrating compliance with the terms of all safeguarding policies and processes relevant to the safeguarding of adults and children in the care of GHNHSFT and to undergo regular mandatory training concerned with safeguarding matters.

To communicate effectively with patients and carers potentially complex, sensitive or distressing information; in order to provide patient centred care. Patients may have communication, perceptual or cognitive/understanding difficulties.

To communicate effectively and work collaboratively with clinical and administration staff across the MSK Service to ensure delivery of a co-ordinated multidisciplinary service

To work and communicate effectively with wider Healthcare communities, including: GP Practices, other departments within the Trust and our community care colleagues

General Working Conditions

Mental and Emotional effort

- The work pattern and workload are unpredictable and priorities can change daily

- Dealing with difficult situations with people who are distressed or angry

- Ability to adapt to new policies/procedures quickly and effectively

Most Challenging Part of the Job

- Working in a busy environment with frequent interruptions and multi-tasking

- Working flexibly across sites with prioritising workload efficiently

- Having to think on your feet and problem solve.

Physical Effort and Working Conditions

- The post holder will be expected to sit predominantly at a desk but have frequent interruptions, with the need to move around the Therapy department.

- Use of VDU on a daily basis

- Dealing with sensitive and confidential information

- High levels of concentration are required in an environment of frequent interruptions either by telephone or face to face contacts

- Physical handling of health records on a daily basis. This can range from one set of notes to bags containing multiple sets

Health and Safety

- It is the duty of every employee to work in such a way that accidents to themselves and to others are avoided, and to co-operate in maintaining their place of work in a tidy and safe condition, thereby minimising risk. Employees will, therefore, refer any matters of concern through their respective line managers.

Data Quality

- As part of your employment, you may be required to record Patient Information (computerised or on paper). You have a responsibility to ensure that information is entered accurately, completely and consistently. It is particularly important that patients demographic details are kept up to date. Problems should be reported to your manager.

No Smoking Policy

- Gloucestershire Hospitals NHS Foundation Trust operates a no smoking policy. Smoking is not permitted anywhere within the buildings and grounds of all Trust sites. These restrictions include all areas up to the boundaries of all sites.

Person Specification

Qualifications and Training

Educated to GCSE grade C or above (or equivalent) in literacy or numeracy

Proficient and accurate audio-typing skills, minimum 60 wpm (RSA level 3 or equivalent)

Computer literate in Microsoft Office packagesKnowledge and Skills

Have a knowledge of medical terminology e.g. relevant experience as a medical secretary or the AMSPAR qualification

Able to communicate effectively and have a good understanding of English, punctuation and grammar.

Able to plan, problem solve and prioritise own workload effectively and independently

Experience

Substantial experience in a hospital or office environment and dealing with the general public

Personal Attributes

Flexible team worker

Proactive/takes own initiative

Committed to personal development

Person Specification

Qualifications

Essential

• Educated to GCSE grade C or above (or equivalent) in literacy or numeracy

Qualifications

Essential

• Proficient and accurate audio-typing skills, minimum 60 wpm (RSA level 3 or equivalent)
• Computer literate in Microsoft Office packages

Experience

Essential

• Substantial experience in a hospital or office environment and dealing with the general public

Knowledge and skills

Essential

• Have a knowledge of medical terminology e.g. relevant experience as a medical secretary or the AMSPAR qualification
• Able to communicate effectively and have a good understanding of English, punctuation and grammar.
• Able to plan, problem solve and prioritise own workload effectively and independently

Personal Attributes

Essential

• Flexible team worker
• Proactive/takes own initiative
• Committed to personal development

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

Gloucestershire Hospitals NHS Foundation Trust

Address

Trustwide- Cross site working

Gloucestershire (Cheltenham/Gloucester)

GL1 3NN

Employer's website

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