Job summary
Administration Secretary
AfC Band 3 post - 32 Hours
The Gynaecology service is looking to recruit an enthusiastic, self-motivated secretary to complement our existing friendly team. Your involvement in our team will help fulfil our commitment to delivering a comprehensive, medical audio and word-processing service to the clinical team.
You will have good organisational skills and be able to manage your workload effectively. It is desirable for you to be competent in using Careflow and Dragon dictation software
We require good communication skills and an excellent telephone manner and professionalism is expected within this role at all times. You will have a good command of the English language with the ability to understand and accurately convey verbal and written information.
This post will also be trained in Gynae Easibook and Colposcopy admin to enable cross-cover of services
Main duties of the job
1. To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
2. Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.
3. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
4. Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.
5. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
6. Provide support to new or junior staff as required. May be required to demonstrate duties to new starters and less experienced staff.
About us
Walsall Healthcare NHS Trust The Trust directly employs more than 4,000 staff making it one of the largest employers in Walsall. We are an integrated Trust and the only provider of NHS acute care in Walsall, providing inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor Hospital houses the full range of district general hospital services under one roof.
We provide high quality, friendly and effective community health services from some 60 sites including Health Centres and GP surgeries. Covering Walsall and beyond, our multidisciplinary services include rapid response in the community and home-based care, so that those with long-term conditions and the frail and elderly, can remain in their own homes to be cared for wherever appropriate.
The hospital site was redeveloped between 2007 and 2010 and has 550 acute beds. It also comprises of outpatient, diagnostic and treatment facilities for short stay cases whilst the upgraded older building provides emergency care.
Over the last 12 months more than £50m has been invested in healthcare services across the hospital's estate which includes two new, state-of-the-art MRI scanners, the creation of a new 22 bedded Intensive Care Unit and a new Obstetric Theatre and expansion of the Neonatal Unit
Job description
Job responsibilities
- To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
- Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.
- To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
- Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.
- Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
- Provide support to new or junior staff as required. May be required to demonstrate duties to new starters and less experienced staff.
- Maintaining accurate processing and storage of clinical records via both electronic systems and paper based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.
Job description
Job responsibilities
- To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
- Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.
- To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
- Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.
- Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
- Provide support to new or junior staff as required. May be required to demonstrate duties to new starters and less experienced staff.
- Maintaining accurate processing and storage of clinical records via both electronic systems and paper based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.
Person Specification
Qualification
Essential
- Pass at GSCE Math and English or equivalent
Desirable
Experience
Essential
- Excellent knowledge of the full range of Microsoft Office Programmes (i.e. Word/Outlook/Excel/PowerPoint)
Desirable
- Experience of using Hospital patient management systems (e.g.Care Flow)
- At least 1 year in NHS within last 2 years
Skills
Essential
- Excellent interpersonal and communication skills
Knowledge
Essential
- Knowledge of medical terminology and secretarial procedures
Person Specification
Qualification
Essential
- Pass at GSCE Math and English or equivalent
Desirable
Experience
Essential
- Excellent knowledge of the full range of Microsoft Office Programmes (i.e. Word/Outlook/Excel/PowerPoint)
Desirable
- Experience of using Hospital patient management systems (e.g.Care Flow)
- At least 1 year in NHS within last 2 years
Skills
Essential
- Excellent interpersonal and communication skills
Knowledge
Essential
- Knowledge of medical terminology and secretarial procedures
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
