Secretarial Assistant

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

To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GPs and other external agencies

Communicate effectively in writing and verbally on a daily basis

To answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries

To provide support to new members of staff

Ensure mandatory training is kept up to date

To ensure that all filing including emails is completed accurately and efficiently

Tracering of patient notes accurately and in a timely manner

Prioritising work in a busy environment

Ensure patients are put at the heart of the service

To type clinical and non-clinical correspondence and reports in accordance with local targets

To ensure results/reports/correspondence are filed in case notes in line with Health Records Standards

To ensure e-referral worklists are monitored and actioned daily

To enter Referral to Treatment (RTT) events accurately and in a timely manner. This includes updating clinic outcomes, adding review statuss, plus completing Inter Provider Transfers where required

To undertake a variety of office duties, such as monitoring and dealing with emails received via shared email accounts, filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department

Ensuring patient files are tracered accurately

Any other appropriate duties/tasks as requested by management

To contribute to the development of policies and processes as required., supporting continuous quality improvement and identifying areas for service improvement

To comply with the Trusts Patient Access Policy and Standard Operating Procedures

To support the delivery of agreed service outcomes

To ensure computer equipment is in good working order

To notify the designated person in order to maintain adequate stationery supplies

To make Team Leader aware of any damage to any equipment within the Department

There are no responsibilities for line management of staff or budget control

Ensure relevant training is completed in order to use Trust IT computer systems

To use the relevant Trust IT computer systems to maintain patient records

To provide cover for the medical secretaries and other members of the secretarial and administration team as required

Person Specification

Essential and Desirable

Essential

• Good standard of education - GCSE in Maths and English or equivalent
• Good standard of keyboard & IT skills
• Experience of administrative duties
• Experience of providing a customer focused service
• Knowledge of Microsoft Office software
• Ability to work on own initiative as well as part of a team
• Able to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
• Ability prioritise own workload and achieve deadlines
• Ability to carry out duties sometimes in stressful and demanding situations
• Ability to maintain confidentiality

Desirable

• NVQ in Administration
• Knowledge of Trust Patient Administrative and Information Systems & Computer Software (Choose & Book, Galaxy, IHCS, MediSIGHT)
• Understanding of Patient Tracking List (PTL)

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

Torbay and South Devon NHS Foundation Trust

Address

Torbay Hospital

Newton Road

Torquay

TQ2 7AA

Employer's website

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