Ambulatory Support Secretary Gynae

Job description

Job responsibilities

WOMENS AND CHILDRENS DIRECTORATE

Title: Band 3 Support Secretary

Grade: Administrative & Clerical Band 3

Hours: 37.5 hours per week

Accountable to: Directorate Manager

Reporting to: Directorate Support Officer

Location: Worcestershire Royal Hospital

To provide a full secretarial and administrative service to the Band 4 Medical Secretaries and Specialist Nurses within the Women & Children's Division.

The post has no line management or budgetary responsibility.

Specialist Nurses, Directorate Management, Consultants and junior medical staff both inside and outside the Division; Medical Secretaries, Nursing staff, other health care professionals, Medical Records, Central Booking Office, Ward Clerks, Patients and relatives.

GP surgeries, other hospitals, Other Specialist nurses Continence Advisors and District Nurses.

Works with display screen equipment for prolonged periods

Works with audio translation machines

Manual handling of medical records

Undertakes repetitive tasks such as typing

a) Type the necessary correspondence and or documentation generated by a

patients passage through named service and maintain patients

notes pertinent to these events.

b) 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.

c) 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.

d) To co-ordinate nurse clinics, ensuring that medical notes and correspondence and investigation results are available.

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

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

To establish and maintain communication with people about routine and daily

activities, overcoming any differences in communication between the people

involved.

Assist in maintaining own and others health, safety and security.

Ensure own actions support equality, diversity and rights.

Ensure the confidentiality of all patient information and Trust business.

To report any accident or untoward incidents or complaints.

Assist in maintaining and developing services

Ensure own actions help to maintain quality and alert others to quality issues.

To act always in a manner which, will promote a good image of the department.

Develop own skills and knowledge and provide information to others to help their

development.

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.

PERSONAL QUALITIES

Essential

• Able to work as part of a team and deal with competing priorities.
• Able to communicate sensitively with patients.
• Flexible attitude to routine/ non routine work.
• 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.

SKILLS/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

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

Kidderminster General Hospital

Bewdley Road

Kidderminster

Worcestershire

DY116RJ

Employer's website

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