Medical Secretary - Ophthalmology

Job description

Job responsibilities

The post holder will provide an expert administration service to the clinical specialty and its associated work streams. The post holder will support the consultants, junior medical staff and other health professionals with the creation of best practice and processes, supporting diary management, co-ordination of workload and of appointments and admission related information for patients and carers.

The post holder will lead and contribute to the effective application of administration skills in their area of work with a high degree of technical proficiency and will ensure that the speciality maintains an efficient throughput of work.

The post holder will ensure all administration duties relating to the patient pathway are adhered to and will co-ordinate and maintain arrangements to facilitate the patient's progression along a defined pathway, using understanding of work procedures own experiences and practices.

Using own knowledge and experience the post holder will maintain and improve the office organisation and will delegate and monitor the workload related to the administration team

The post holder will monitor and review patient forms /details and items pending further action, to ensure that outstanding responses and information are finalised.

Collect and collate information relevant to the patient and the service, for example waiting times, RTT, DNA/CNA statistics, backlog and length of stays as well as delayed transfers of care and will report on statistics as directed by the line manager.

Reflect and evaluate practice and make suggestions to improve working practices to enhance service delivery.

Improve own performance and teams' performance by supporting change to procedures and service developments.

The post holder will be responsible for reviewing the standard operating procedures and will implement and support colleagues on these, making judgements requiring a number of options, using experience from in depth knowledge of the role and broad skill base related to their practice.

Responsible for capturing and transmitting information using electronic communication media, working to agreed protocols and standard operating procedures within each speciality working autonomously.

The post holder will process documents accurately and efficiently using digital dictation, analogue dictation and as directed by the clinician and will demonstrate self-directed development and practice of patient administrative systems, whilst undertaking tasks that will require the individual to exercise judgement and expertise.

Responsible for informing and updating the team with relevant information, making self and others aware of data related to tasks and activity.

Will plan own time to ensure that patient pathway administration is a priority ensuring the patient pathway is followed through to completion.

Monitor, share and coordinate workload for the team as necessary with the aim to reduce delays and backlogs when appropriate.

Provide support and guidance to medical secretaries and support in accurate data entry in the Patient Administration Systems.

When required arrange meetings and associated paperwork, taking and transcribing minutes, distributing agendas, paperwork and approved minutes effectively in a timely manner.

Performing, administrative tasks the post holder will have the responsibility for safe use of equipment and resources used by self or others (e.g. will report any defects in equipment through the IT Helpdesk Service)

Communication Customer Service Skills

The post holder will have excellent communication skills and will be empowered to make decisions in line with service level agreements, policies and key performance indicators.

The post holder will act with an efficient, professional and friendly manner to ensure that the patient, relative, colleague receives an effective and efficient service, advising on access to and use of services.

The post holder will accurately produce statistical reports for example clinic/theatre/waiting lists, and ratio of new to review patients, as required and ensure quality of data throughout.

The post holder will have the ability to prioritise and manage a number of conflicting requirements and to work autonomously with significant discretion within a defined set of parameters. Making own decisions on how best to achieve expected results to meet key performance indicators and service level agreements.

The post holder will develop, promote and sustain productive working relationships with patients, relatives and health professional colleagues

Be proactive and use initiative to ensure that speciality work streams endeavour to adhere to the agreed standard operating procedures /service level agreements and key performance indicators as set by the line manager.

The post holder will monitor workloads and supervise and support the medical secretaries' team to ensure that all patient related enquiries are dealt with efficiently and accurately within the responsibility and remit of the role. Escalating any unanswered queries to the relevant person with the appropriate degree of urgency on a day-to-day basis.

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

Person Specification

Qualifications

Essential

• Education to 5 GCSE A-C grade or equivalent experience
• Minimum RSA Stage II Typing or equivalent qualification

Experience

Essential

• Experience of working in an administrative/NHS environment
• Experience of managing a busy workload independently
• Experience of using Microsoft Office applications

Desirable

• Experience of working as a Medical Secretary

Knowledge

Essential

• Medical Terminology
• Microsoft Word
• Microsoft Excel

Desirable

• Knowledge of medical software

Skills

Essential

• Ability to work under pressure
• Able to work on own initiative
• Communication skills
• Maintain confidentiality

Desirable

• Articulate and assertive

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Swansea Bay University Health Board

Address

Singleton Hospital

Sketty Lane

Swansea

SA2 8QA

Employer's website

https://sbuhb.nhs.wales/ (Opens in a new tab)