Clinical Services Secretary

Job description

Job responsibilities

Job summary

The post holder will provide effective and efficient secretarial/administrative support as part of the Clinical Admin team.

KEY RESPONSIBILITIES

1. KEY FUNCTION: SUPPORT TO ALL CLINICAL AREAS INCLUDING INPATIENT WARD, LIVING WELL CENTRE AND MEDICAL STAFF.

1.1 Deal with patient, visitor and relative enquiries both in person and by telephone, redirecting all queries to the appropriate department/senior manager and ensuring they are followed up.

1.2 Provide efficient and accurate administrative support to the Inpatient Unit, Living Well Centre as required including such tasks as inputting referrals, processing admissions and discharges using the patient software system Crosscare, obtaining patient medical information via Meditech, arranging ambulances, and any other administrative duties required.

1.3 Assisting in managing medical students. Liaising with the University and other local Health Care providers to plan and co-ordinate medical student placements within the Hospice and being a point of contact for students during their placement at The Hospice.

2. KEY FUNCTION: Secretarial support to the Clinical area.

2.1 Provide efficient and accurate administrative support for all Clinical Admin areas.

2.2 Schedule meetings and appointments, liaising with all parties and co-ordinating meeting rooms, refreshments and travel arrangements as required.

2.3 Attend meetings as required, some of which may be out of normal working hours, ensuring that accurate and timely minutes are produced. Circulate draft agendas and distribute paper and electronic packs by an agreed deadline.

2.4 Collate meeting briefing papers in advance and diarise time for reading and meeting preparation work and diarise action points from all meetings for the Consultant/Responsible Clinician.

2.5 Maintain an efficient office filing system, both electronic and hard copy.

2.6 Responsible for the timely management of referrals, clinics and associated administrative tasks.

Person Specification

Qualifications

Essential

• GCSE or equivalent in English and Maths, grades A-C or equivalent experience

Desirable

• ECDL
• RSA III or equivalent administration qualification
• AMSPAR

Experience

Essential

• Good organisational and prioritising skills
• Good IT skills and use of all Microsoft Office software
• Effective time management
• Ability to use initiative
• Knowledge and understanding of confidentiality
• Extensive experience in using various IT packages and systems
• including MS Office
• Experience of working with the public
• Experience of working independently and as a member of a
• team in an office environment

Desirable

• Medical terminology
• Experience of working in a health environment
• Experience of working as a PA
• Minute taking

Personal Attributes

Essential

• Ability to communicate confidential information effectively and
• accurately using appropriate communication tools
• Good interpersonal and customer service skills
• Accuracy and attention to detail
• Ability to work on own initiative and as part of a team
• Flexible and adaptable approach to working with a desire to
• learn and develop
• Remain calm and professional at all times
• Commitment to the ethos of The Hospice
• Ability to multitask and prioritise

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.

Employer details

Employer name

Hospice of the Good Shepherd

Address

Gordon Lane

Backford

Chester

Cheshire

CH2 4DG

Employer's website

https://hospiceofthegoodshepherd.com/ (Opens in a new tab)