Job summary
An exciting opportunity has arisen to work within the Women & Childrens Division. We are looking for an enthusiastic support secretary to join the team. The role will provide secretarial and
administrative support to our Specialist Nurses. It will be primarily based at
Worcestershire Royal Hospital with some travel between hospital sites to
support the service, where necessary.
The successful applicant will preferably have
previous administrative/ secretarial experience. They will also need to have
excellent verbal and written communication skills, be able to prioritise their
workload, work under pressure and work flexibly with the existing medical
secretarial team.
Main duties of the job
To provide a full secretarial and administrative service to
Specialist Nurses within the Women & Childrens Division.
Type the necessary correspondence and or documentation generated by a patients
passage through named service and maintain patients notes pertinent to these
events.
Act as a liaison between Consultant Teams, the GP, the patient and other agencies
involved to expedite the care and treatment of patients as effectively as
possible.
To undertake administration relating to the Service, including taking minutes
at meetings as required and maintaining diary and filing. Ordering of stock,
development of patient information leaflets and bespoke documentation.
To co-ordinate nurse clinics, ensuring that medical notes and correspondence
and investigation results are available.
To ensure that patients have all the information they need passing complex
queries to the appropriate clinical colleague.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
To
receive all post and emails including referrals to the relevant specialist
nursing team within the Department. To
initiate responses to correspondence as necessary and highlight to Specialist
Nurse those patients requiring urgent attention.
To
type all correspondence generated by the Nursing Team including letters to GPs
and patients following investigations, including audio/copy typing.
To
handle all enquiries from patients, relatives, GPs, other hospitals and consultants, initiating appropriate
responses. To deal effectively with
problems as they arise.
Following
team protocol. To read, clinically grade and prioritise referral letters,
seeking advice from the Specialist Nurses where necessary.
To
make appointments for the clinic through the booked admissions system, i.e. inviting patients to telephone to
discuss a mutually agreeable date for their procedure.
To
prepare notes with appropriate forms, labels and clinic sheets required for each patient prior to their
appointment.
To
ensure that all patients receive follow-up appointments at the appropriate
time.
To
have a thorough understanding of the Bluespier, EZ notes and Oasis system
To
undertake filing, photocopying and other general administration duties as required by the specialist nurses.
Establish
hospital notes for patients seen through PCT Direct Access Triage Clinic where
appropriate.
To
liaise with Coding department, Outpatients, Radiology, Continence Advisors and other
relevant internal and external departments with regard to patient care.
To
order stationery, printing and clinical equipment when required.
To
collate all clinical investigation reports and ensure that these are reviewed
by the appropriate clinician.
To
highlight on call comments in diary so that specialist nurse can ensure
appropriate clinical cover.
To
be responsible for monitoring annual leave, sick leave entitlement and
notifying appropriate person within the NHS Trust.
To
report faults with any equipment.
To
undertake other duties commensurate with the post and grade as requested.
Job description
Job responsibilities
To
receive all post and emails including referrals to the relevant specialist
nursing team within the Department. To
initiate responses to correspondence as necessary and highlight to Specialist
Nurse those patients requiring urgent attention.
To
type all correspondence generated by the Nursing Team including letters to GPs
and patients following investigations, including audio/copy typing.
To
handle all enquiries from patients, relatives, GPs, other hospitals and consultants, initiating appropriate
responses. To deal effectively with
problems as they arise.
Following
team protocol. To read, clinically grade and prioritise referral letters,
seeking advice from the Specialist Nurses where necessary.
To
make appointments for the clinic through the booked admissions system, i.e. inviting patients to telephone to
discuss a mutually agreeable date for their procedure.
To
prepare notes with appropriate forms, labels and clinic sheets required for each patient prior to their
appointment.
To
ensure that all patients receive follow-up appointments at the appropriate
time.
To
have a thorough understanding of the Bluespier, EZ notes and Oasis system
To
undertake filing, photocopying and other general administration duties as required by the specialist nurses.
Establish
hospital notes for patients seen through PCT Direct Access Triage Clinic where
appropriate.
To
liaise with Coding department, Outpatients, Radiology, Continence Advisors and other
relevant internal and external departments with regard to patient care.
To
order stationery, printing and clinical equipment when required.
To
collate all clinical investigation reports and ensure that these are reviewed
by the appropriate clinician.
To
highlight on call comments in diary so that specialist nurse can ensure
appropriate clinical cover.
To
be responsible for monitoring annual leave, sick leave entitlement and
notifying appropriate person within the NHS Trust.
To
report faults with any equipment.
To
undertake other duties commensurate with the post and grade as requested.
Person Specification
Qualifications
Essential
- GCSE/CSE A-C Grade in English & Maths
Desirable
- RSA II Typinig
- Desire to work towards Amspar Diploma or equivalent qualification
Experience
Essential
- Minimum of 1 years previous secretarial / clerical experience
Desirable
- Experience of working within Obstetrics & Gynaecology.
Skills and Knowledge
Essential
- Experienced in word processing, audio and copy typing skills.
- Knowledge of Microsoft Office.
- Good telephone skills.
- Excellent verbal and written communication skills.
- Good organisational skills.
- Familiar with filing systems
Desirable
- Knowledge of NHS systems
- Knowledge of PAS (Oasis)
- Knowledge of Bluespier
Personal Qualities
Essential
- Able to work as part of a team and deal with competing priorities.
- Able to communicate sensitively with patients.
- Appreciates when to refer/seek assistance.
- Pays close attention to detail.
- Projects appropriate image to reflect standards of Directorate.
- Adaptable
- Ability to prioritise workloads and meet deadlines.
Other Job Requirements
Essential
- Basic analytical skills
- Must maintain patient confidentiality at all times.
Person Specification
Qualifications
Essential
- GCSE/CSE A-C Grade in English & Maths
Desirable
- RSA II Typinig
- Desire to work towards Amspar Diploma or equivalent qualification
Experience
Essential
- Minimum of 1 years previous secretarial / clerical experience
Desirable
- Experience of working within Obstetrics & Gynaecology.
Skills and Knowledge
Essential
- Experienced in word processing, audio and copy typing skills.
- Knowledge of Microsoft Office.
- Good telephone skills.
- Excellent verbal and written communication skills.
- Good organisational skills.
- Familiar with filing systems
Desirable
- Knowledge of NHS systems
- Knowledge of PAS (Oasis)
- Knowledge of Bluespier
Personal Qualities
Essential
- Able to work as part of a team and deal with competing priorities.
- Able to communicate sensitively with patients.
- Appreciates when to refer/seek assistance.
- Pays close attention to detail.
- Projects appropriate image to reflect standards of Directorate.
- Adaptable
- Ability to prioritise workloads and meet deadlines.
Other Job Requirements
Essential
- Basic analytical skills
- Must maintain patient confidentiality at all times.
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.
