Job summary
*** This vacancy is currently only open to
Herefordshire and Worcestershire NHS staff ***
Ophthalmology are looking for a Support Secretary to join our administrative team supporting the Worcestershire retinal team and intravitreal injection service.
Worcestershire Ophthalmology service are an innovative specialty, and provide outpatient, emergency, and surgical services to patients across Worcestershire, and beyond.
Main duties of the job
This secretarial and administration role is part of a team which provides a comprehensive service to both the patients and clinical team for the retinal specialty. The retinal service provides care and treatment for patients with sight threatening conditions.
The duties are varied, and in addition to the traditional secretarial role, providing letter transcription, include appointment booking, monitoring of waiting lists, preparing clinic documentation, answering incoming telephone calls, and providing clerical support to the clinical teams .
Ophthalmology is very teamwork orientated. It is a busy, but very supportive environment, that requires professionalism, good communication skills, and adaptability.
About us
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 more than 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. Our values, which we ask all staff to demonstrate, underpin our
everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement 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.
DBS Checks and Costs
Any applicants who are offered posts requiring a
DBS check as part of their employment check will have the cost of this check
(at the current rate) deducted from their salary. Please see link in Supporting
Information section for more details on DBS checks and costs.
Job description
Job responsibilities
Job Purpose: To provide an effective and efficient support
medical secretarial service to the countywide Ophthalmology directorate for nurse
practitioners, consultants and specialty doctors in relation to their clinical
duties.
Key and General Duties:
To provide a personal
assistant and support medical secretarial service to the senior medical
secretaries and Consultant and other medical staff in relation to their
clinical duties.
Inform all relevant
staff of reduced/cancelled clinics/theatre lists with regard to consultants and
junior doctors planned or emergency absence.
To undertake medical
audio/copy typing duties including outpatient letters to General Practitioners
operation notes and letters, discharge summaries and other official
correspondence, including self-generated non-routine correspondence if
required.
To deal with day-to-day
incoming mail, assigning priority and/or taking any necessary action without
reference to consultant staff if necessary.
To make arrangements
for appointments for patients/relatives and emergency visits as required.
To respond to enquiries
from GPs, other Health Service personnel, patients and relatives
To provide statistical
information for Consultants and the Directorate Management team as and when
required.
To deal with
administrative and secretarial aspects of consultants management, educational
and professional advisory commitments.
To participate in the
collection and transmission of information to enable the Directorate to meet
its objectives.
To participate in the
use of IT and to provide IT support to colleagues.
Training/Supervision of
temporary and new staff within the office.
To cover, as is
practical, Medical Secretary colleagues
To
abide by the Patient Access Policy and RTT Pathway targets.
Booking timely follow up appointment
from waiting lists ensuring escalation to manager and clinicians if booking
issues occur due to capacity.
Ensure computer printer equipment and
stationery is available and working effectively reporting any faults or
problems to line manager and/or IT.
To ensure that all policies and
procedures are adhered to and training undertaken where new policies and
procedures are implemented. In particular those for Health Records
confidentiality and information security
Carry out any other duties within
the grade as requested by other members of your team Operational Manager or
Directorate Support Officer
Job description
Job responsibilities
Job Purpose: To provide an effective and efficient support
medical secretarial service to the countywide Ophthalmology directorate for nurse
practitioners, consultants and specialty doctors in relation to their clinical
duties.
Key and General Duties:
To provide a personal
assistant and support medical secretarial service to the senior medical
secretaries and Consultant and other medical staff in relation to their
clinical duties.
Inform all relevant
staff of reduced/cancelled clinics/theatre lists with regard to consultants and
junior doctors planned or emergency absence.
To undertake medical
audio/copy typing duties including outpatient letters to General Practitioners
operation notes and letters, discharge summaries and other official
correspondence, including self-generated non-routine correspondence if
required.
To deal with day-to-day
incoming mail, assigning priority and/or taking any necessary action without
reference to consultant staff if necessary.
To make arrangements
for appointments for patients/relatives and emergency visits as required.
To respond to enquiries
from GPs, other Health Service personnel, patients and relatives
To provide statistical
information for Consultants and the Directorate Management team as and when
required.
To deal with
administrative and secretarial aspects of consultants management, educational
and professional advisory commitments.
To participate in the
collection and transmission of information to enable the Directorate to meet
its objectives.
To participate in the
use of IT and to provide IT support to colleagues.
Training/Supervision of
temporary and new staff within the office.
To cover, as is
practical, Medical Secretary colleagues
To
abide by the Patient Access Policy and RTT Pathway targets.
Booking timely follow up appointment
from waiting lists ensuring escalation to manager and clinicians if booking
issues occur due to capacity.
Ensure computer printer equipment and
stationery is available and working effectively reporting any faults or
problems to line manager and/or IT.
To ensure that all policies and
procedures are adhered to and training undertaken where new policies and
procedures are implemented. In particular those for Health Records
confidentiality and information security
Carry out any other duties within
the grade as requested by other members of your team Operational Manager or
Directorate Support Officer
Person Specification
Qualifications
Essential
- Good standard of secondary education, including GCSE grade C or above in English
- Typing/word processing of at least RSA/OCR Level 2 or equivalent
Desirable
Skills/Knowledge
Essential
- Comprehensive knowledge of Trust PAS system Allscripts PAS
- Comprehensive computer and keyboard skills
- Knowledge of 18-week RTT rules and Trust Patient Access Policy
- Knowledge of appointment booking
- Knowledge of patient waiting lists
- Good communication skills including contact with general public
- Comprehensive IT skills
- Good telephone manner
- Ability to work as part of a team
- Well organised
- Ability to prioritise workload effectively
- Proficient in the use of Microsoft Office programmes
Desirable
- Knowledge of Open Eyes EPR
- Previous experience in use of Digital Dictation Software / Bluespier
Other Job Requirements
Essential
- Able to work hours and days required
- Awareness of confidentiality and information governance
Personal Qualities
Essential
- Good communication skills
- Able to work under pressure
- Ability to work in a busy environment
- Polite manner
- Flexible
- Attention to detail
Experience
Essential
- Previous medical secretarial experience
- Previous experience of working in a hospital environment
- Experience working in a busy office
- Previous experience of electronic appointment booking
- Previous experience of using patient waiting lists
Desirable
- Familiarly with Ophthalmology terminology
Herefordshire and Worcestershire NHS Staff Job Vacancy
Essential
- This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices); please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?
Person Specification
Qualifications
Essential
- Good standard of secondary education, including GCSE grade C or above in English
- Typing/word processing of at least RSA/OCR Level 2 or equivalent
Desirable
Skills/Knowledge
Essential
- Comprehensive knowledge of Trust PAS system Allscripts PAS
- Comprehensive computer and keyboard skills
- Knowledge of 18-week RTT rules and Trust Patient Access Policy
- Knowledge of appointment booking
- Knowledge of patient waiting lists
- Good communication skills including contact with general public
- Comprehensive IT skills
- Good telephone manner
- Ability to work as part of a team
- Well organised
- Ability to prioritise workload effectively
- Proficient in the use of Microsoft Office programmes
Desirable
- Knowledge of Open Eyes EPR
- Previous experience in use of Digital Dictation Software / Bluespier
Other Job Requirements
Essential
- Able to work hours and days required
- Awareness of confidentiality and information governance
Personal Qualities
Essential
- Good communication skills
- Able to work under pressure
- Ability to work in a busy environment
- Polite manner
- Flexible
- Attention to detail
Experience
Essential
- Previous medical secretarial experience
- Previous experience of working in a hospital environment
- Experience working in a busy office
- Previous experience of electronic appointment booking
- Previous experience of using patient waiting lists
Desirable
- Familiarly with Ophthalmology terminology
Herefordshire and Worcestershire NHS Staff Job Vacancy
Essential
- This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices); please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?
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.
