Job summary
Owing to internal progression within
the department, an exciting opportunity has arisen within the Women's and
Children's Directorate for a Support Secretary to work as part of the
Gynaecology team, specifically providing administrative support within Oncology to our team of Consultant Gynaecologists and Specialist Nurses. We are a strong, proactive team who welcome innovation and
adaptability within the service.
This is a full-time position, and
candidates would be required to work 37.5 hours a week, Monday to Friday.
Applicants may be required to provide cross site cover. We also offer some
flexibility with home working for a limited number of days per week.
As well as being part of the busy
department, you'll be required to prioritise your own workload on a day-to-day
basis. Excellent IT and communication skills are essential for this role.
You will demonstrate excellent
organisational skills, must be flexible in approach, able to exercise
initiative and demonstrate a consistently high standard of professionalism,
being aware of the need for confidentiality and integrity. We would require a
strong communicator and dedicated team player.
We can offer you a friendly and
supportive work environment where your work is valued. If this sounds like the
role for you then apply now or email us to find out more. Informal enquiries
are welcomed by contacting Lara Di Placido, Directorate Support Officer.
Main duties of the job
Please refer to the Job Description for information on the duties of the role.
The purpose of this role is to provide proactive and efficient support to Consultants and Specialist Nurses, as well as the Operational Management Team, to enable patients to progress quickly along a suspected Gynaecological cancer pathway.
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 over 7,000 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 support the Band 4 Senior Medical Secretaries
within the department as directed with urgent and routine typing, filing and
booking patients into clinic, including follow up appointments.
To
deal with telephone and email queries, redirecting as appropriate.
To
undertake copy & audio typing, actioning clinic outcomes & validation
as required for all Clinicians and Cancer Nurse Specialists for Gynaecology.
To
work closely with the Cancer Pathway Navigator to ensure the timely management
of patients on a suspected Gynaecological cancer pathway and achievement of the
national cancer standard targets.
Support
the Gynaecology Cancer Nurse Specialist Team with general administration
including processing Holistic Need Assessments, taking calls from patients,
booking clinics and arranging investigative tests.
To
type discharge summaries, clinic letters and any other official correspondence
including medical reports and complaint responses from dictations.
To
input information onto computers for clinical audit
To
attend meetings and take the minutes.
To
deal with incoming mail and all the Consultants correspondence. Including
generating own correspondence as agreed with the Consultant
To
handle enquiries from patients, relatives, GPs, other hospitals, and
Consultants, initiating appropriate responses
To
process GP referral letters and arrange outpatient appointments and domiciliary
visits.
To
support and review the Patient Target List with Consultant and Band 4 to ensure
that patients are seen within the current National timescales and take
responsibility for initiating extra operating lists, seeking authorisation from
the Directorate Management team when necessary.
To
arrange for patients by supporting the Band 4 to put on the waiting lists and
make minor changes to the waiting list for subsequent approval by the
Consultant.
To
provide training and supervision for any apprentices, or temporary secretaries
allocated to the speciality.
To
maintain patients records in a manner acceptable to the Trust.
To
liaise with Health Records, Outpatients, Radiology, and other relevant internal
and external departments regarding patient care
To
ensure that Consultants absence is promptly communicated to all relevant
people and departments
To
ensure that cover is provided for other secretaries during periods of absence
through holiday or sickness.
To
support other sub-specialties within the Gynaecology Directorate as required.
Ensure
the management of outpatient waiting lists and appointments are managed
electronically, complying with Trust policy.
General
Responsibilities:
To
take an active part in team meetings, sharing information and raising issues
relating to quality or areas for improvement, and suggesting possible
solutions.
To
order stationery and report faults with equipment
To
observe absolute confidentiality of all information obtained in the course of
your work
To
report any accident or untoward incidents or complaints.
To act always in a manner which will promote a good image of the
department.
To
undertake other duties commensurate with the post and grade as requested by the
Directorate Manager or Consultants within the constraints of the existing
workload.
Job description
Job responsibilities
To support the Band 4 Senior Medical Secretaries
within the department as directed with urgent and routine typing, filing and
booking patients into clinic, including follow up appointments.
To
deal with telephone and email queries, redirecting as appropriate.
To
undertake copy & audio typing, actioning clinic outcomes & validation
as required for all Clinicians and Cancer Nurse Specialists for Gynaecology.
To
work closely with the Cancer Pathway Navigator to ensure the timely management
of patients on a suspected Gynaecological cancer pathway and achievement of the
national cancer standard targets.
Support
the Gynaecology Cancer Nurse Specialist Team with general administration
including processing Holistic Need Assessments, taking calls from patients,
booking clinics and arranging investigative tests.
To
type discharge summaries, clinic letters and any other official correspondence
including medical reports and complaint responses from dictations.
To
input information onto computers for clinical audit
To
attend meetings and take the minutes.
To
deal with incoming mail and all the Consultants correspondence. Including
generating own correspondence as agreed with the Consultant
To
handle enquiries from patients, relatives, GPs, other hospitals, and
Consultants, initiating appropriate responses
To
process GP referral letters and arrange outpatient appointments and domiciliary
visits.
To
support and review the Patient Target List with Consultant and Band 4 to ensure
that patients are seen within the current National timescales and take
responsibility for initiating extra operating lists, seeking authorisation from
the Directorate Management team when necessary.
To
arrange for patients by supporting the Band 4 to put on the waiting lists and
make minor changes to the waiting list for subsequent approval by the
Consultant.
To
provide training and supervision for any apprentices, or temporary secretaries
allocated to the speciality.
To
maintain patients records in a manner acceptable to the Trust.
To
liaise with Health Records, Outpatients, Radiology, and other relevant internal
and external departments regarding patient care
To
ensure that Consultants absence is promptly communicated to all relevant
people and departments
To
ensure that cover is provided for other secretaries during periods of absence
through holiday or sickness.
To
support other sub-specialties within the Gynaecology Directorate as required.
Ensure
the management of outpatient waiting lists and appointments are managed
electronically, complying with Trust policy.
General
Responsibilities:
To
take an active part in team meetings, sharing information and raising issues
relating to quality or areas for improvement, and suggesting possible
solutions.
To
order stationery and report faults with equipment
To
observe absolute confidentiality of all information obtained in the course of
your work
To
report any accident or untoward incidents or complaints.
To act always in a manner which will promote a good image of the
department.
To
undertake other duties commensurate with the post and grade as requested by the
Directorate Manager or Consultants within the constraints of the existing
workload.
Person Specification
Experience
Essential
- Previous administrative, secretarial, or clerical experience
Desirable
- Experience of working within Obstetrics & Gynaecology.
- Understanding of NHS reporting requirements i.e..18 weeks RTT.
Qualifications
Essential
- GCSE/CSE A-C / 4-9 Grade in English & Maths
Desirable
- RSA II Typing
- Amspar Diploma or equivalent qualification.
Skills & Knowledge
Essential
- Understanding and working knowledge of Microsoft Office Packages and IT systems.
- Strong telephone etiquette, the ideal candidate will exhibit a courteous and respectful approach when communicating with patients, colleagues, and external parties.
- Excellent verbal and written communication skills.
- Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities.
- Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively.
Desirable
- Experience of key NHS systems i.e., PAS, Bluespier, CLIP.
- Awareness of good Health & Safety Protocols.
- Experience in word processing, audio, copy typing skills.
Personal Qualities
Essential
- Able to work collaboratively as part of a team.
- Always demonstrates a high level of professionalism.
- Compassionate when dealing with patients and their families.
- Adaptable and flexible to everchanging situations.
- Handles high pressured situations with composure and maintains a positive attitude.
- Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds.
- Must always maintain confidentiality when handling sensitive information and patient data.
- Due to the nature of our work, all posts are subject to a standard disclosure and barring service check.
- Standard Clauses
- A Disclosures and Barring Service check will be carried out where the position is eligible for a Disclosures and Barring Service Check in accordance with the 2012 Protection of Freedom Act and the guidance issued by the DBS.
- All posts working with children or vulnerable adults are required to have an Enhanced DBS checked including checking against DBS / ISA Vetting and barring lists.
Skills & Knowledge
Essential
- Understanding and working knowledge of Microsoft Office Packages and IT systems.
- Strong telephone etiquette, the ideal candidate will exhibit a courteous and respectful approach when communicating with patients, colleagues, and external parties.
- Excellent verbal and written communication skills.
- Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities.
- Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively.
Desirable
- Experience of key NHS systems i.e., PAS, Bluespier, CLIP.
- Awareness of good Health & Safety Protocols.
- Experience in word processing, audio, copy typing skills.
Person Specification
Experience
Essential
- Previous administrative, secretarial, or clerical experience
Desirable
- Experience of working within Obstetrics & Gynaecology.
- Understanding of NHS reporting requirements i.e..18 weeks RTT.
Qualifications
Essential
- GCSE/CSE A-C / 4-9 Grade in English & Maths
Desirable
- RSA II Typing
- Amspar Diploma or equivalent qualification.
Skills & Knowledge
Essential
- Understanding and working knowledge of Microsoft Office Packages and IT systems.
- Strong telephone etiquette, the ideal candidate will exhibit a courteous and respectful approach when communicating with patients, colleagues, and external parties.
- Excellent verbal and written communication skills.
- Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities.
- Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively.
Desirable
- Experience of key NHS systems i.e., PAS, Bluespier, CLIP.
- Awareness of good Health & Safety Protocols.
- Experience in word processing, audio, copy typing skills.
Personal Qualities
Essential
- Able to work collaboratively as part of a team.
- Always demonstrates a high level of professionalism.
- Compassionate when dealing with patients and their families.
- Adaptable and flexible to everchanging situations.
- Handles high pressured situations with composure and maintains a positive attitude.
- Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds.
- Must always maintain confidentiality when handling sensitive information and patient data.
- Due to the nature of our work, all posts are subject to a standard disclosure and barring service check.
- Standard Clauses
- A Disclosures and Barring Service check will be carried out where the position is eligible for a Disclosures and Barring Service Check in accordance with the 2012 Protection of Freedom Act and the guidance issued by the DBS.
- All posts working with children or vulnerable adults are required to have an Enhanced DBS checked including checking against DBS / ISA Vetting and barring lists.
Skills & Knowledge
Essential
- Understanding and working knowledge of Microsoft Office Packages and IT systems.
- Strong telephone etiquette, the ideal candidate will exhibit a courteous and respectful approach when communicating with patients, colleagues, and external parties.
- Excellent verbal and written communication skills.
- Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities.
- Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively.
Desirable
- Experience of key NHS systems i.e., PAS, Bluespier, CLIP.
- Awareness of good Health & Safety Protocols.
- Experience in word processing, audio, copy typing skills.
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.
