Job summary
Do you want to be part of our amazing Women's and Children's Division?
We have an exciting opportunity for an enthusiastic, motivated individual to join our Women's Health administration team working within the Obstetrics and Gynaecology department.
The post covers a variety of patient related and non-clinical duties, the role will be providing administration and support as a key role to the speciality of Gynaecology. We are currently developing our systems and pathways to support the running of the department and are looking for someone who wants to be involved in improvements and sharing their ideas with the team.
This is a role which can be challenging but also rewarding as you seek to support the consultants, specialist nurse and patients to provide a joined-up service where our patients will feel listen to and valued.
Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff. As an accredited tertiary centre, we provide specialist surgical and medical care to patients from the local and wider area in central Lancashire. We would hope to find a dynamic and forward-thinking person to join our specialist team, to work together as a team ensuring we keep thriving & delivering outstanding healthcare.
Main duties of the job
You will be responsible for providing secretarial and administrative support to consultants, junior medical staff, specialist nurses and any other staff. Plus, under the supervision of the Divisional Admin Manager, they will also be responsible for the line management and day to day management of a team of support medical secretaries and admin assistants. They will ensure the efficient channelling of communication between medical staff, GPs, patients, relatives, members of the public and other disciplines within the Trust.
You will demonstrate excellent organisational skills, must be flexible in approach, able to exercise initiative and demonstrate a consistently high standard of professionalism, being aware of the need for confidentiality and integrity.
Working for your organisation
You will have access to varied development opportunities, learn new skills, meet fab people & do things you have never done before. You will learn about working in a hospital, interacting with people from all different roles, to build skills & enhance your career path.
You will make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.
About us
You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done. You'll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path.
You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.
For a visit around the department and to meet the team please contact Paul Style - Divisional Admin Manager for Women & Children's Division on paul.styles@lthtr.nhs.uk or 07729115104
Job description
Job responsibilities
General
Develop and maintain effective working relationships with clinicians, managers and others within Womens and Childrens and Trust wide service users.
Be the point of contact for all non-routine enquires facilitating communication and information flows, initiating, and responding to correspondence and resolving enquires.
Investigate and respond to complaints/incident forms as required, taking action where necessary and reporting to Admin Manager.
Provide administrative and secretarial support to consultants. The post holder will often be the first point of contact for patients and clinicians and will be expected to work independently using their own initiative with minimal direct supervision.
Undertake Medical Secretarial duties
Diary management
Collation of papers for consultants in support of the preparation for meetings/MDT / presentation or the development of reports etc
Typing of clinic letters or other correspondence produced by consultants, junior medical staff and any other staff.
Prepare presentation material including power point.
Utilisation of local or Trust case note tracking system.
Filing of reports and results.
Action results for Endometriosis and cancer patients, ensuring medical and nurse specialists are aware of the results.
Where necessary undertake the management of waiting lists for the Division.
Team Leadership
Lead the secretarial / Admin team to sustain a high level of quality, service efficiency and effectiveness and ensure work is carried out following Department and Trust guidelines
Lead the secretarial team / admin team to ensure annual appraisal and review, CPD, annual training and PDP are met.
Ensure regular reporting of activity and performance
Promote Team identity and create positive working conditions to allow a high quality, efficient and effective Team.
Assist in recruitment and selection processes.
Facilitate with sickness absence reporting and health roster monitoring.
Contribute to any service review process as requested
Promote the implementation of best practice; ensure professional standards within the secretarial team are maintained in line with IG, national standards and legal requirements and organisational policies.
Undertake audits within the Secretarial Admin Team.
Performance Management
Service Improvement
Assist with any standard operating procedures which may impact on services
Maintain a good knowledge of current policies
Support Admin Manager in Team meetings and lead own team meetings, minuting meetings where necessary.
Make constructive suggestions as to how services can be improved for service users, the Medical Secretarial Team, speciality and Division.
Monitor clinic utilisation of all clinics ensure action plans are in place for underutilised or overbooked clinics linking in with the Operational Manager.
Services and Project Management
Support Admin Manager with service changes and developments
Monitor reporting Queues on Flex
Display Screen Equipment Assessments as required
Plan rota for medical secretaries
TO see a full Job Description please see attachments.
For further details / informal visits contact:
Paul StylesDivisional Admin Manager for Women & Children's Division.07752562723
Job description
Job responsibilities
General
Develop and maintain effective working relationships with clinicians, managers and others within Womens and Childrens and Trust wide service users.
Be the point of contact for all non-routine enquires facilitating communication and information flows, initiating, and responding to correspondence and resolving enquires.
Investigate and respond to complaints/incident forms as required, taking action where necessary and reporting to Admin Manager.
Provide administrative and secretarial support to consultants. The post holder will often be the first point of contact for patients and clinicians and will be expected to work independently using their own initiative with minimal direct supervision.
Undertake Medical Secretarial duties
Diary management
Collation of papers for consultants in support of the preparation for meetings/MDT / presentation or the development of reports etc
Typing of clinic letters or other correspondence produced by consultants, junior medical staff and any other staff.
Prepare presentation material including power point.
Utilisation of local or Trust case note tracking system.
Filing of reports and results.
Action results for Endometriosis and cancer patients, ensuring medical and nurse specialists are aware of the results.
Where necessary undertake the management of waiting lists for the Division.
Team Leadership
Lead the secretarial / Admin team to sustain a high level of quality, service efficiency and effectiveness and ensure work is carried out following Department and Trust guidelines
Lead the secretarial team / admin team to ensure annual appraisal and review, CPD, annual training and PDP are met.
Ensure regular reporting of activity and performance
Promote Team identity and create positive working conditions to allow a high quality, efficient and effective Team.
Assist in recruitment and selection processes.
Facilitate with sickness absence reporting and health roster monitoring.
Contribute to any service review process as requested
Promote the implementation of best practice; ensure professional standards within the secretarial team are maintained in line with IG, national standards and legal requirements and organisational policies.
Undertake audits within the Secretarial Admin Team.
Performance Management
Service Improvement
Assist with any standard operating procedures which may impact on services
Maintain a good knowledge of current policies
Support Admin Manager in Team meetings and lead own team meetings, minuting meetings where necessary.
Make constructive suggestions as to how services can be improved for service users, the Medical Secretarial Team, speciality and Division.
Monitor clinic utilisation of all clinics ensure action plans are in place for underutilised or overbooked clinics linking in with the Operational Manager.
Services and Project Management
Support Admin Manager with service changes and developments
Monitor reporting Queues on Flex
Display Screen Equipment Assessments as required
Plan rota for medical secretaries
TO see a full Job Description please see attachments.
For further details / informal visits contact:
Paul StylesDivisional Admin Manager for Women & Children's Division.07752562723
Person Specification
Knowledge & Experience
Essential
- oKnowledge of NHS Policies and national targets including 2 week rules, 18 week targets
- oExperience of working in a busy environment and ability to change priorities to meet deadlines, effective delegation skills
- oEfficient use of Microsoft Office; Word, Excel, Powerpoint, E-mail
- oAble to manage own workload, plan the work of others, work autonomously and as part of a Team
- oAdvanced knowledge of medical terminology
Desirable
- oPrevious medical secretary experience
- oExperience of staff management & supervision
Qulaifications and education
Essential
- oGCSE Grade C or equivalent English & Maths
- oGood General Education
- oTyping speed of 60 wpm
- oRSA 2 or equivalent
- oRelevant In-house Training Courses: e.g. Attendance Management, Appraisal Training, DSE, Risk Assessment
Desirable
- oRSA 3 or equivalent typing skills
- oAMSPAR
- oECDL
Person Specification
Knowledge & Experience
Essential
- oKnowledge of NHS Policies and national targets including 2 week rules, 18 week targets
- oExperience of working in a busy environment and ability to change priorities to meet deadlines, effective delegation skills
- oEfficient use of Microsoft Office; Word, Excel, Powerpoint, E-mail
- oAble to manage own workload, plan the work of others, work autonomously and as part of a Team
- oAdvanced knowledge of medical terminology
Desirable
- oPrevious medical secretary experience
- oExperience of staff management & supervision
Qulaifications and education
Essential
- oGCSE Grade C or equivalent English & Maths
- oGood General Education
- oTyping speed of 60 wpm
- oRSA 2 or equivalent
- oRelevant In-house Training Courses: e.g. Attendance Management, Appraisal Training, DSE, Risk Assessment
Desirable
- oRSA 3 or equivalent typing skills
- oAMSPAR
- oECDL
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.
