Consultant Secretary / Deputy Administration Lead - Cardiac

Job description

Job responsibilities

Typing clinic/additional letters to GPs, patients, and other Allied Health Professionals.

Provide a fast, accurate audio typing service using the Trust electronic systems.

Covering other secretaries during periods of absence.

Clinic Preparation

Process referrals and booking appointments.

Manage Consultant emails/diaries and action where appropriate.

Undertake any administrative tasks required by Admin Manager

Relieve the Consultant of administrative tasks not pertaining to clinical work wherever possible.

Organize meetings and take minutes.

Provide Line management support of a team of medical secretaries/administration staff, providing professional leadership, supervision and motivation, delivering a high quality service in admin managers absence

To ensure the values of UHD are maintained and practiced on a daily basis ensuring all patients are treated with dignity and respect to ensure a high standard of service delivery is maintained.

Ensure that meeting agendas, papers, venues and attendees are prepared sufficiently far in advance. Attend meetings to take minutes.

Manage telephone enquiries and take appropriate action.

To be aware of RTT pathways to adjust patient RTT clock according to treatment plan, liaising with validator or service managers as required.

Deputize for Admin manager on occasion of leave or sickness

On occasion line manage and day to day management of medical secretaries and admin team in cardiology.

Coordinate, maintain and update the middle grade on call rota and Rotawatch, always ensuring appropriate cover. Arrange cover in conjunction with the lead fellow and directorate manager, including advertising and escalating locum shifts on hospital systems.

Coordinate, approve and manage annual/study/sick leave for Consultant Cardiologists, ensuring that adequate staffing is always available in agreement with the Clinical Director and the Directorate Manager.

Manage electronic computer diaries.

Support cardiology with Cardiology Secretaries inbox ensuring comms are distributed to correct secretary

Support Cardiology PA with Advice and Guidance queries ensuring that these are responded to by the correct consultants on their scheduled week

Person Specification

Qualifications

Essential

• RSA level III or equivalent touch typing/computer skills
• GCSE in English and Maths or equivalent

Desirable

• Medical terminology qualification

Experience

Essential

• Experience working as an NHS medical secretary
• Significant administration and clerical experience
• Demonstrable experience of managing a team of staff to deliver excellent customer service.
• Experience in customer service and administration duties

Desirable

• NHS hospital experience
• Leadership experience of managing people
• Experience in an administration/HR function such as bookings, rotas, leave planning or waiting list management.

Technical Skills and Competencies

Essential

• Accurate spelling and grammar
• Audio and Digital typing
• Minute taking skills.
• Competent in using Microsoft Office Software particularly Word, Outlook, Excel.
• Excellent communication skills in person, via telephone and written

Desirable

• Tomcat
• ECAMIS
• EPR

Knowledge

Essential

• Understanding of secretarial procedures
• Knowledge of medical terminology
• Knowledge of software programmes including Microsoft Office
• To understand and be able to maintain confidentiality. Knowledge of information governance
• Understanding of National 18 week rules and targets
• Knowledge of waiting list targets, systems and procedures

Desirable

• Knowledge of local hospital systems
• Experience of workforce processes including recruitment, appraisal, disciplinary procedures and managing attendance.
• Ability to answer patients queries or know where to refer them

other

Essential

• Able to organise own and team workload, managing competing demands on your time
• Adaptable - have daily tasks to perform and arrange work around these to meet any deadlines, i.e. consultant daily commitments, consultant correspondence and management of appointments
• People Management skills
• Ability to work as part of a busy team and also using own initiative.
• Ability to deal with emotionally stressful situations and resolve confrontational issues both face to face and via telephone.
• Ability to prioritise own and others workload appropriately and work to deadlines.
• Team member

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

University Hospitals Dorset NHS Foundation Trust

Address

Royal Bournemouth Hospital

Bournemouth

BH77DW

Employer's website

https://www.uhd.nhs.uk/careers (Opens in a new tab)