Job summary
The post holder will be responsible for providing a comprehensive departmental secretarial service to the consultants, specialist nurses and other clinicians within the team. The departmental secretary will be instrumental in the smooth running of the office and will need to work without supervision, using their initiative when dealing with enquiries that arise in the absence of the clinicians, to bring about a successful outcome. The post demands the ability to communicate at all levels with patients, relatives, medical colleagues and allied health professionals whilst maintaining a high standard of service to meet the needs of the patient.
PLEASE NOTE THIS WILL INVOLVE WORKING IN ARNDALE HOUSE & THE HOSPITAL SITE.
Main duties of the job
Provide the focal point of communication for all medical, professional and allied healthcare staff, both within this Trust and with external organisations, using judgment to facilitate a successful outcome for all enquiries.
Manage own workload, follow through queries and progress chase, in order to free up clinical time for clinicians, improving information and access for patient
Support the 18 week patient pathway by providing timely information to the medical 18 week team on a weekly basis on all tiers, 1, 2 and 3 as requested. This will involve the typing of outstanding letters on Big Hand, chasing approvals, chasing results/test/investigations and ensuring clinician's action to enable 18 week query to be reported on.
Liaise with external hospitals/department to arrange transfer of care, support cross-site patient care and send any relevant documentation needed to support patient treatment
Ensure all correspondence for the clinicians including clinical letters, results, meeting minutes, are typed and dispatched promptly.
To print off all inpatient urgent referrals from ICE and ensure that clinicians are aware the day they are received and that they are actioned and reported on that day
At the request of clinicians arrange any procedures required
Induct new departmental staff/doctors including taking all new starters through the local induction booklet, arranging security badges, IT training etc.
To carry out any reasonable work requests to meet the needs of the service
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job
Job description
Job responsibilities
Objectives and purpose of post:
- Provide the focal point of communication for all medical, professional and allied healthcare staff, both within this Trust and with external organisations, using judgment to facilitate a successful outcome for all enquiries.
- Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information. Patient contact by telephone is an integral part of the departmental secretarial role, often to convey information, which could be difficult and distressing for patients to comprehend.
- Manage own workload, follow through queries and progress chase, in order to free up clinical time for clinicians, improving information and access for patients
- Act independently to sort, distribute and prioritise incoming mail, including fax and e-mail, using judgement and experience to prioritise and pass to clinicians or pass directly to other areas for action and information, using own initiative.
- Access the electronic referral system for Referrals and ensure referrals are triaged by a Consultant and processed in a timely manner.
- Support the 18 week patient pathway by providing timely information to the medical 18 week team on a weekly basis on all tiers, 1, 2 and 3 as requested. This will involve the typing of outstanding letters on Big Hand, chasing approvals, chasing results/test/investigations and ensuring clinicians action to enable 18 week query to be reported on.
- Liaise with external hospitals/department to arrange transfer of care, support cross-site patient care and send any relevant documentation needed to support patient treatment.
- Maintain electronic diaries for the team, make appointments, plan and organise arrangements within the office. This will necessitate the post holder being able to prioritise
- Ensure all correspondence for the clinicians including clinical letters*, medico-legal reports, results, meeting minutes, IPRs etc. are typed and dispatched promptly.
- Ensure that all secretary actions from patient/GP letters are actioned in a timely manner
- It is the responsibility of the departmental secretary to ensure that all correspondence typed through digital dictation is approved, completed and despatched within 72 hours of typing
- To print off all inpatient urgent referrals from ICE and ensure that clinicians are aware the day they are received and that they are actioned and reported on that day
- At the request of clinicians arrange any procedures required
- Scan documents to Evolve as necessary
- Order and maintain non stock equipment and stationery for the office
- Organise and support regular/ad hoc meetings including business, clinical, educational and patient support group meetings. This will involve arranging the venue, equipment and catering and taking minutes if required. Occasionally meetings will be out of normal working hours.
- Implement policies for own area and office/department with the guidance of A&C Manager and Service Manager.
- Ensure that the administration function within the department is appropriately staffed at all times to ensure the smooth running of the department.
- Support senior staff with the recruitment process within the department. To include, liaising with recruitment, preparing paperwork. Booking interview rooms and ensuring facilities are available to support any presentations/tests which form part of the interview process.
- Induct/train new departmental staff, including taking all new starters through the local induction booklet, arranging security badges, car parking, IT training etc.
- Advise junior staff of work pattern and inform of departmental procedures.
To carry out any reasonable work requests to meet the needs of the service
Job description
Job responsibilities
Objectives and purpose of post:
- Provide the focal point of communication for all medical, professional and allied healthcare staff, both within this Trust and with external organisations, using judgment to facilitate a successful outcome for all enquiries.
- Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information. Patient contact by telephone is an integral part of the departmental secretarial role, often to convey information, which could be difficult and distressing for patients to comprehend.
- Manage own workload, follow through queries and progress chase, in order to free up clinical time for clinicians, improving information and access for patients
- Act independently to sort, distribute and prioritise incoming mail, including fax and e-mail, using judgement and experience to prioritise and pass to clinicians or pass directly to other areas for action and information, using own initiative.
- Access the electronic referral system for Referrals and ensure referrals are triaged by a Consultant and processed in a timely manner.
- Support the 18 week patient pathway by providing timely information to the medical 18 week team on a weekly basis on all tiers, 1, 2 and 3 as requested. This will involve the typing of outstanding letters on Big Hand, chasing approvals, chasing results/test/investigations and ensuring clinicians action to enable 18 week query to be reported on.
- Liaise with external hospitals/department to arrange transfer of care, support cross-site patient care and send any relevant documentation needed to support patient treatment.
- Maintain electronic diaries for the team, make appointments, plan and organise arrangements within the office. This will necessitate the post holder being able to prioritise
- Ensure all correspondence for the clinicians including clinical letters*, medico-legal reports, results, meeting minutes, IPRs etc. are typed and dispatched promptly.
- Ensure that all secretary actions from patient/GP letters are actioned in a timely manner
- It is the responsibility of the departmental secretary to ensure that all correspondence typed through digital dictation is approved, completed and despatched within 72 hours of typing
- To print off all inpatient urgent referrals from ICE and ensure that clinicians are aware the day they are received and that they are actioned and reported on that day
- At the request of clinicians arrange any procedures required
- Scan documents to Evolve as necessary
- Order and maintain non stock equipment and stationery for the office
- Organise and support regular/ad hoc meetings including business, clinical, educational and patient support group meetings. This will involve arranging the venue, equipment and catering and taking minutes if required. Occasionally meetings will be out of normal working hours.
- Implement policies for own area and office/department with the guidance of A&C Manager and Service Manager.
- Ensure that the administration function within the department is appropriately staffed at all times to ensure the smooth running of the department.
- Support senior staff with the recruitment process within the department. To include, liaising with recruitment, preparing paperwork. Booking interview rooms and ensuring facilities are available to support any presentations/tests which form part of the interview process.
- Induct/train new departmental staff, including taking all new starters through the local induction booklet, arranging security badges, car parking, IT training etc.
- Advise junior staff of work pattern and inform of departmental procedures.
To carry out any reasonable work requests to meet the needs of the service
Person Specification
Qualifications
Essential
Desirable
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
other
Essential
Person Specification
Qualifications
Essential
Desirable
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
other
Essential
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).
