Senior Specialist Nursing Secretary, Gynaecology

Job description

Job responsibilities

Type the necessary correspondence and/or documentation generated by a patients passage through the Urogynaecology 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 Urogynaecology Service, including taking minutes at meetings as required and maintaining a diary and filing. Ordering of stock, development of patient information leaflets and bespoke documentation.

To co-ordinate Consultant Led and nurse Urodynamic clinics, Nurse Led and Triage Clinics, ensuring that medical notes, correspondence and investigation results are available.

To ensure that patients have all the information they need passing complex queries to the appropriate clinical colleague.

Main duties

To receive all post and e-mails, including referrals to the Urodynamics Department. To initiate responses to correspondence as necessary and highlight to the Specialist Nurses those patients requiring urgent attention.

To type all correspondence generated by the Urogynaecology Team and the Urodynamics Department, 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 maintain urodynamic waiting list through partial booking system. Highlight on a weekly basis where there is a need to increase/decrease capacity in order to ensure patients are seen within current national time scales for diagnostic targets and initiate extra capacity (seeking authorisation from Directorate Management/urogynaecology team when necessary).

To be responsible for the Urodynamics Department appointment diary across all sites and also the Urogynaecology Team Diary. To have daily overview of team e-mail.

To prepare notes with appropriate forms, labels and clinic sheets required for each patient prior to their appointment.

To maintain and monitor the Urodynamic Studies, Urogynaecology Nurse Led Clinic and PCT Direct Access Triage Waiting Lists and ensure that all patients receive follow-up appointments at the appropriate time.

To have a thorough understanding of the Bluespier, CLIP notes and Oasis system and use the system to manage Urodynamic, Urogynaecology Nurse Led and PCT Direct Access Triage Clinics.

To undertake filing, photocopying and other general administration duties as required by the Urogynaecology Department.

Establish hospital notes for patients seen through PCT Direct Access Triage Clinic where appropriate.

Prepare notes for the Urogynaecology Multidisciplinary Team Meeting.

To liaise with the Coding Department, Outpatients, Radiology, Continence Advisors and other relevant internal and external departments with regard to patient care.

To counsel patients and answer questions relating to the Urodynamic Procedure; e.g. give advice and some results as agreed with the Consultant Urogynaecologists.

To collate all clinical reports ensuring appropriate doctor/clinician sees reports and types all letters to patients and GPs as dictated. To be able to deal with all other correspondence and problems arising.

To ensure there is appropriate cover for all clinics and be responsible for finding qualified Consultant/ Doctors/Clinicians to provide cover if necessary and rearrange sessions if also required.

To be responsible for monitoring annual leave, sick leave entitlement and notifying the appropriate person within the NHS Trust.

To report any faults with any equipment

To undertake other duties commensurate with the post and grade as requested by the Urogynaecology Specialist Nurse or Urogynaecology Consultants.

To complete the validation of the Urodynamics Diagnostic Summary on a daily basis.

To maintain all staffs personal files within the Urogynaecology Specialist Nurses team.

The post holder must have good knowledge of medical terminology, typing, audio typing and communication skills.

To provide training for team members within the obstetrics and gynaecology administrative and clerical teams as required.

To provide line management to secretarial/administrative support staff.

To ensure that cover is provided for other secretaries within the obstetrics and gynaecology administrative teams as required during periods of absence through holiday and sickness.

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

• Minimum of 1 years administrative, secretarial, or clerical experience.
• Previous experience of dealing with members of the public.
• Experience in maintaining and updating databases, ensuring data accuracy and integrity.

Desirable

• Experience of working within Obstetrics & Gynaecology.
• Experience and knowledge of NHS reporting requirements i.e..18 weeks RTT.

Skills & Knowledge

Essential

• Understanding and having a 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 complex competing priorities.
• Exhibits resourceful problem-solving skills finding solutions to problems that may arise in day-to-day operations.
• Experience in word processing, audio, copy typing skills.
• Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively.

Desirable

• Knowledge of key NHS systems i.e., PAS, Bluespier, CLIP.
• Awareness of good Health & Safety Protocols.

Qualifications

Essential

• GCSE/CSE A-C / 4-9 Grade in English & Maths

Desirable

• RSA II Typing
• RSA II Word Processing
• RSA III Typing
• Amspar Diploma or equivalent

Personal Qualities

Essential

• Able to work collaboratively as part of a team as well as capable of working independently, taking initiative to handle tasks proactively.
• Always demonstrates a high level of professionalism.
• Compassionate when dealing with patients and their families.
• Adaptable and flexible to everchanging situations.
• Takes proactive measures to address issues that arise, seeking opportunities for improvement or resolution without constant supervision.
• 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.
• Basic analytical 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.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

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