Job summary
To provide efficient and effective secretarial and administrative support to the Healthcare team and subcontracted providers . The post-holder will be expected to work without immediate supervision and to ensure that all duties are carried out to a high standard in liaison with clinical and managerial staff.
As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings
Main duties of the job
Secretarial Duties
Organising & Maintaining Medical Records
Administration & Communication
The post holder will perform a wide range of administrative duties including: Minute taking, photocopying, updating clinical appointment ledgers, manaing incoming and out going mail, managing generic healthcare email accounts, liaison with prison departments in relation to helathcare visitors, procurement, logging helathcare environmental issues.
About us
Providing top quality care depends on our ability to employ the best people.We're always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we're hoping to find our future leaders and we'll support our staff by providing opportunities to develop your career.
HMP Aylesbury offer free parking for staff.
Job description
Job responsibilities
Secretarial
- To book internal and external appointments for patients, change and update appointments in line with performance monitoring targets and service policies and procedures.
- To prepare and distribute documents by copy Microsoft office software (letters, memos, reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
- To provide a telephone reception service and deal with telephone calls, correspondence and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer queries as appropriate to relevant members of the clinical team.
- Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible.
- To support administration team leader with co-ordination of meetings and for the Healthcare team.
Medical Records
- To maintain a filing system and to record the movement of clients case notes according to Trust policies and procedures, ensuring that confidentiality of patient information is maintained at all times.
- To ensure that all relevant paperwork is filed correctly in client files including scanning in accordance with Trust policies.
- To ensure diligent and accurate processing of patient records and appointments.
- To maintain and update information on the clinical database including but not limited to processing of referrals, minimum data maintenance and case closures.
- To liaise with healthcare providers in the prison, other sectors across the Trust and external agencies as required.
Administration and Communication
- Respond to enquiries and queries including telephone calls and visitors ensuring the highest standards of courtesy and efficiency at all times.
- To participate in local induction of new employees to the team.
- Ensure adequate office supplies are available
- Liaise with internal and external agencies e.g. the IT and Facilities departments, as required to ensure routine maintenance of equipment and treatment areas is kept up to date.
- To collect and input statistical information using a spreadsheet, database or dedicated Patient information system ensuring that all information is readily available for presentation and use on a regular basis.
- Organise requests for medical investigations (blood tests, X-rays etc) and ensure that results are available when required.
- To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.
Liaising with other departments as required both internally and externally
Job description
Job responsibilities
Secretarial
- To book internal and external appointments for patients, change and update appointments in line with performance monitoring targets and service policies and procedures.
- To prepare and distribute documents by copy Microsoft office software (letters, memos, reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
- To provide a telephone reception service and deal with telephone calls, correspondence and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer queries as appropriate to relevant members of the clinical team.
- Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible.
- To support administration team leader with co-ordination of meetings and for the Healthcare team.
Medical Records
- To maintain a filing system and to record the movement of clients case notes according to Trust policies and procedures, ensuring that confidentiality of patient information is maintained at all times.
- To ensure that all relevant paperwork is filed correctly in client files including scanning in accordance with Trust policies.
- To ensure diligent and accurate processing of patient records and appointments.
- To maintain and update information on the clinical database including but not limited to processing of referrals, minimum data maintenance and case closures.
- To liaise with healthcare providers in the prison, other sectors across the Trust and external agencies as required.
Administration and Communication
- Respond to enquiries and queries including telephone calls and visitors ensuring the highest standards of courtesy and efficiency at all times.
- To participate in local induction of new employees to the team.
- Ensure adequate office supplies are available
- Liaise with internal and external agencies e.g. the IT and Facilities departments, as required to ensure routine maintenance of equipment and treatment areas is kept up to date.
- To collect and input statistical information using a spreadsheet, database or dedicated Patient information system ensuring that all information is readily available for presentation and use on a regular basis.
- Organise requests for medical investigations (blood tests, X-rays etc) and ensure that results are available when required.
- To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures.
Liaising with other departments as required both internally and externally
Person Specification
Qualifications
Essential
- A good level of general education to include 'O' Level or GCSE standard for English and Maths or equivalent
Experience
Essential
- Previous office and administrative experience
- Experience and knowledge of software programmes
- Good standard of written and oral communication
Desirable
- Experience of working within an NHS department or secure settings environment
Person Specification
Qualifications
Essential
- A good level of general education to include 'O' Level or GCSE standard for English and Maths or equivalent
Experience
Essential
- Previous office and administrative experience
- Experience and knowledge of software programmes
- Good standard of written and oral communication
Desirable
- Experience of working within an NHS department or secure settings environment
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
