Job summary
Our Secretarial Assistant will provide typing, administrative and clerical support to ensure an effective and efficient Diabetes and Endocrinology service in line with Standard Operating Procedures.
They will ensure that patients are treated with courtesy, dignity and respect.
Main duties of the job
o Act with professionalism and integrity, being a role model to those around us and ensuring everyone has an equal opportunityo Provide a service that is tailored to meet the needs of the individual and to understand what our patients/customers need and be adaptable andresponsiveo Provide a high-quality customer service which complies with relevantlegislation and NHS Employment check standardso Be honest and learn from mistakes, and help to create a "no-blame" culture where people feel able to share and learn from experiences togethero Work as part of a team demonstrating effective communication, and working collaboratively with colleagues inside and out of the departmento Acknowledge that you need to continually deliver greater value to customerso Be honest about your biggest challenges and create a culture of curiosity and opennesso Make a deliberate effort to connect with strangers from different walks of life and invite them to share their ideaso Be curious and creative about new possibilities, whilst identifying what works well and to do more of ito Help to develop and foster a learning environment where feedback iswelcomed and valued
About us
Why Work With Us
The Diabetes, Endocrinology & Nephrology Department at Torbay Hospital is based in Hengrave House. We work as a close multi-disciplinary team which consists of 6 Consultants, four full-time and two part-time, Specialist Registrars,Diabetic Specailist Nurses, Diabetic Specailist Dietitians and administration staff, and other specialist staff.
We carry out assessment, investigations and treatment of patients with life-long conditions, whilst offering an holistic approach to their care.
Job description
Job responsibilities
This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care
Communicate effectively in writing and verbally with:
Internal
o Consultants
o Nursing staff
o Medical Personnel
o Admin and Clerical staff
o Ancillary Staff
o Management
o Across the trust
External
o Patients and Carers
o Members of the general public
o G.P. practices
o Other hospitals both in and out of the district
o Locum medical agencies
- Act with professionalism and integrity, being a role model to those around and ensuring everyone has an equal opportunity
- Tracering of patient notes accurately and in a timely manner
- Prioritising work in a busy environment
- Type clinical and non-clinical correspondence and reports in accordance within local targets.
- Undertake a variety of office duties, such as monitoring and dealing with emails received via varied email accounts, filing, opening and distributing post, photocopying, support where necessary.
- Manage the choose and book system, data inputting, moving and lifting of patient notes to ensure the efficient and effective support to the department.
- Accurately deal with E- referrals and email to the relevant Consultant and action daily.
- Comply with the Trusts Patient Access Policy and Standard Operating Procedures.
- Ensure that all results/reports/correspondence are filed accurately & efficiently in the case notes as required, in line with Health Records standards.
- Answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries.
- Notify the designated person in order to maintain adequate stationery supplies.
- Provide cover for the other members of the secretarial and administration team, and other Long-Term Conditions administration teams as required.
- Use the relevant IT systems to register patients, transfer medical records, input clinical letters and care planning summaries, as required.
- Enter Referral to Treatment (RTT) pathway events accurately.
- Ensure that all clinical and non-clinical correspondence is typed within local targets, using the Infoflex system. (Audio and copy typing).
- Ensure appropriate follow up is actioned i.e. outpatient appointments, investigations, patients added to waiting lists, referrals to other departments etc.
- Identify areas for service improvement and support implementations
- Enter, monitor and update all aspects of the Referral to Treatment (RTT) pathway events accurately and ensure Inter Provider Transfers (IPT) are completed and updated.
- Review statuses are to be updated at every patient interaction.
- Escalate to the Admin Team Leader any anomalies or concerns that arise.
Job description
Job responsibilities
This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care
Communicate effectively in writing and verbally with:
Internal
o Consultants
o Nursing staff
o Medical Personnel
o Admin and Clerical staff
o Ancillary Staff
o Management
o Across the trust
External
o Patients and Carers
o Members of the general public
o G.P. practices
o Other hospitals both in and out of the district
o Locum medical agencies
- Act with professionalism and integrity, being a role model to those around and ensuring everyone has an equal opportunity
- Tracering of patient notes accurately and in a timely manner
- Prioritising work in a busy environment
- Type clinical and non-clinical correspondence and reports in accordance within local targets.
- Undertake a variety of office duties, such as monitoring and dealing with emails received via varied email accounts, filing, opening and distributing post, photocopying, support where necessary.
- Manage the choose and book system, data inputting, moving and lifting of patient notes to ensure the efficient and effective support to the department.
- Accurately deal with E- referrals and email to the relevant Consultant and action daily.
- Comply with the Trusts Patient Access Policy and Standard Operating Procedures.
- Ensure that all results/reports/correspondence are filed accurately & efficiently in the case notes as required, in line with Health Records standards.
- Answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries.
- Notify the designated person in order to maintain adequate stationery supplies.
- Provide cover for the other members of the secretarial and administration team, and other Long-Term Conditions administration teams as required.
- Use the relevant IT systems to register patients, transfer medical records, input clinical letters and care planning summaries, as required.
- Enter Referral to Treatment (RTT) pathway events accurately.
- Ensure that all clinical and non-clinical correspondence is typed within local targets, using the Infoflex system. (Audio and copy typing).
- Ensure appropriate follow up is actioned i.e. outpatient appointments, investigations, patients added to waiting lists, referrals to other departments etc.
- Identify areas for service improvement and support implementations
- Enter, monitor and update all aspects of the Referral to Treatment (RTT) pathway events accurately and ensure Inter Provider Transfers (IPT) are completed and updated.
- Review statuses are to be updated at every patient interaction.
- Escalate to the Admin Team Leader any anomalies or concerns that arise.
Person Specification
Essential
Essential
- Good standard of education to include GCSE in Maths and English or equivalent
- Typing at a level of speed & accuracy
- Customer care experience of providing a customer focused service
- Ability to effectively use the Microsoft Office software (Word, Excel, PowerPoint)
- Excellent organisational skills
- Ability to work as part of a team
- Ability to work on own initiative, prioritise own workload and achieve deadlines
- Ability to carry out duties in sometimes stressful and demanding situations
- Ability to work flexibly for the needs of the service
- Good communication skills with the ability to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
Desirable
- Experience of audio typing
- Experience of using Excel
- Knowledge and experience of the Trust patient administrative and information systems
- To be proficient in the use of Internet/Intranet and email
Person Specification
Essential
Essential
- Good standard of education to include GCSE in Maths and English or equivalent
- Typing at a level of speed & accuracy
- Customer care experience of providing a customer focused service
- Ability to effectively use the Microsoft Office software (Word, Excel, PowerPoint)
- Excellent organisational skills
- Ability to work as part of a team
- Ability to work on own initiative, prioritise own workload and achieve deadlines
- Ability to carry out duties in sometimes stressful and demanding situations
- Ability to work flexibly for the needs of the service
- Good communication skills with the ability to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
Desirable
- Experience of audio typing
- Experience of using Excel
- Knowledge and experience of the Trust patient administrative and information systems
- To be proficient in the use of Internet/Intranet and email
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.
