Job responsibilities
KEY DUTIES
To provide a comprehensive service to the Divisional Directors of both Surgical and Medical Care Group with the minimum of supervision.
To organise and manage the diaries of the Divisional Directors providing a first class secretarial service and ensuring their daily workload and priorities are met. Plan, organise meetings and training events, this includes booking venues and hospitality, travel and accommodation where necessary.
Take minutes at required meetings, type and distribute electronic or hard copies within a given time frame, ensuring the dissemination of information requested at meetings.
Produce high quality letters and reports using detailed knowledge of software packages such as Microsoft Office, Word, Excel, Access and Powerpoint.
Operate an effective bring forward system and filing system.
Ensure appropriate personnel are informed of Divisional Director annual/study leave.
Support Consultant in non-clinical activities by preparing presentation documents using relevant packages and arranging meetings, circulate agenda/supporting papers as appropriate, and taking minutes at meetings.
Type dictation from audio transcription of clinical correspondence and documentation
To manage and maintain 18 week pathways including Tertiary Referrals to external Trusts and ensure these are completed on PAS system. Keep track of referrals to ensure patient is reviewed promptly. Check that follow up appointments are arranged in conjunction with Referral To Treat (RTT) patient pathway.
Check against clinical letters to ensure appropriate follow up arrangements/investigations are in place. Rectify if not.
Type on-call rotas ensuring that annual/study leave and sickness do not compromise the smooth running and the department. Liaise with Medical Staffing to arrange locum cover. If emergency need is requested by members of clinical team ensure this is covered accordingly liaising closely with Clinical Director.
Preparation of departmental induction and teaching programme for junior doctors/students taking an active part in departmental induction.
Support Divisional Directors to ensure Consultants are up to date with mandatory training/appraisals and ensure information is updated on ESR system.
Support Divisional Directors to ensure sickness/absence and annual leave of clinical staff is reported on ESR system.
Assist with the investigation and compilation of responses to complaints, helping to ensure this is done within the optimum deadlines set by the Trust.
Work from initiative using own judgment, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person.
Deal with enquiries either on the telephone or face to face from patients, consultants, junior doctors and colleagues in an appropriate manner.
Ensure all correspondence relating to patient care is acted upon in a timely manner and that investigations are signed by Consultants or team and are dealt with in accordance with Trust policy.
Cross reference invoices against investigations completed at external sites. Prepare any claims for reimbursement for consultant activities.
Accurate check of demographics using the Patient Administration System (PAS), including registration screen to check patient details are correct.
Maintain effective track on inpatient referrals to ensue patient is reviewed promptly.
Receive new referral letters and ensure they are dated and triaged in a timely manner. Liaise with appointments and patients to book appointments accordingly. Check monthly breach lists.
Assist with audit/research data collection as required.
Obtain information requested by Administration Services Manager/Associate Directorate Manager as and when required.
Be able to work as part of a team, promote effective flows in the department to cover leave to ensure office runs smoothly.
Train new and junior members of the team within own work area as required by Administration Services Manager/Associate Directorate Manager.
Support general office duties including dealing with incoming and outgoing mail, e-mail, fax, photocopying. Participate in housekeeping of the office environment.
Attend appropriate training and education sessions at the request of manager
Work with co-ordinators to review working practices, ways of working and find solutions to problems.
Implement policies and procedures for own areas.
Order stationary for own areas when required.
To work in a flexible manner in accordance with the Trust Policy.
Any other duties required by Line Manager
GENERAL DUTIES
To observe the provisions of and adhere to all Trust policies and procedures.
To actively participate in the annual performance review to identify personal development needs
To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust Statement of Policy on Health and Safety at Work and the Trust corporate Health and Safety Policies and Procedures. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
To be aware of the confidential aspects of the post. To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. Breaches of confidentiality will result in disciplinary action that may involve dismissal. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
All staff will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
You will be expected to undertake the Trusts commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous
In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role. The Act requires the post holder to attend infection prevention and control training on induction and at regular updates and to take responsibility for the practical application of the training in the course of their work. Infection prevention and control must be included in any personal development plan and/or appraisal.
To adhere to relevant Code of Practice of Professional body (if appropriate)
The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trusts continued organisational development.
To adhere to the NHS Constitution and its principles and values. You must be aware of your Duty of Candour which means that you must be open and honest during your employment and if you see something wrong, you must raise it. You must read the NHS Constitution in full and can download this from the Trusts intranet site or the www.gov.uk website. Hard copies are available from the HR Department on request.
The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.
