Job summary
We are looking for an enthusiastic, friendly and helpful person who thrives in a busy, ever-changing environment to join our Administration Team in our Gastroenterology Service.
Your role will be to provide valuable secretarial support to the team, enabling the service to run smoothly. Excellent IT and communication skills along with a good typing speed are essential for this role.
If you are looking to be part of a busy and dynamic team, working closely with colleagues to support a positive and successful delivery of service, please do apply.
Main duties of the job
- Typing of clinic letters and clinical correspondence.
- Generic emails
- Minuting meetings
- Booking appointments.
- Communicating by email, telephone or face to face with Consultants, other healthcare professionals, Management and patients.
- Spreadsheet Work - updating and tracking information.
- To cross cover in times of absence.
- General administration duties
About us
As an organisation, the NHS offers a wide range of benefits including flexible working, pension contributions, market leading annual leave allowance, career progression, and regular conversations, not to mention our Blue Light Card and NHS exclusive discounts.
The benefits of working in Somerset include the idyllic countryside, with our areas of outstanding beauty and stunning coastlines. You will get to enjoy these perks whilst still only being a stone's throw away from bustling city centres like Bristol, Bath and Exeter and only two hours away from London.
There are excellent educational facilities in the area and, when compared to other regions, house prices are reasonable. You will experience the best of both in Somerset, the countryside and the cosmopolitan - there is truly something for everyone!
Job description
Job responsibilities
- Prioritise own work efficiently and effectively, working within the secretarial team to ensure Trust targets for all administrative duties are met, highlighting any issues to the Band 4. Liaise with other secretarial team members to ensure fair distribution of workload
- Have knowledge of clinic activity, with a full understanding of the specialty clinic template to ensure appropriate outpatient booking - reporting any inconsistencies to the Band 4 at an early stage
- Have knowledge of specialty inpatient waiting list and theatre template. Place patient encounter onto the inpatient waiting list, scheduling into theatre list and re-ordering of theatre list when required
- Ensure all investigation results have been received, flagging urgent results for immediate attention
- Communicate directly with patients regarding procedure details and instruction
- Receive correspondence related to patients. Prioritise urgent documents and bring to attention of clinician. When appropriate action has been taken, file in medical records ensuring the correct sequence of filing within the case notes before transferring records on Maxims
- Receive suspected cancer referrals, arrange urgent outpatient appointment/admission as required
- Compile agendas, type and circulate minutes for Specialty Business and Audit Meetings. Take and transcribe minutes where necessary
- Communicate with patients, colleagues, internal and external contacts in a courteous, professional and timely manner at all times by various methods, i.e. telephone, written, face to face
Job description
Job responsibilities
- Prioritise own work efficiently and effectively, working within the secretarial team to ensure Trust targets for all administrative duties are met, highlighting any issues to the Band 4. Liaise with other secretarial team members to ensure fair distribution of workload
- Have knowledge of clinic activity, with a full understanding of the specialty clinic template to ensure appropriate outpatient booking - reporting any inconsistencies to the Band 4 at an early stage
- Have knowledge of specialty inpatient waiting list and theatre template. Place patient encounter onto the inpatient waiting list, scheduling into theatre list and re-ordering of theatre list when required
- Ensure all investigation results have been received, flagging urgent results for immediate attention
- Communicate directly with patients regarding procedure details and instruction
- Receive correspondence related to patients. Prioritise urgent documents and bring to attention of clinician. When appropriate action has been taken, file in medical records ensuring the correct sequence of filing within the case notes before transferring records on Maxims
- Receive suspected cancer referrals, arrange urgent outpatient appointment/admission as required
- Compile agendas, type and circulate minutes for Specialty Business and Audit Meetings. Take and transcribe minutes where necessary
- Communicate with patients, colleagues, internal and external contacts in a courteous, professional and timely manner at all times by various methods, i.e. telephone, written, face to face
Person Specification
Qualifications
Essential
- Good standard of general education
- RSA/OCR III WP/Typing or equivalent
- AMSPAR or British Medical Secretary Diploma (includes medical terminology) or equivalent knowledege
Desirable
Knowledge
Essential
- Working knowledge of Microsoft office suite
- Knowledge of medical terminology
Desirable
- Working knowledge of in-house hospital systems
Experience
Essential
- Audio typing/word processing
Desirable
- Previous NHS administration experience (2 years minimum)
Skills
Essential
- Evidence of good standard of literacy/English language skills
- Good communication skills on the telephone, via email, face to face and in written communication
- Ability to organise own time
- Advanced typing skills
- Able to cope in busy working environment
Desirable
- Minute taking and transcribing
Other
Essential
- Demonstrate respect for confidentiality at all times
- Proven experience of successfully working in a team environment
- Show initiative, but also be able to follow instruction as required
Person Specification
Qualifications
Essential
- Good standard of general education
- RSA/OCR III WP/Typing or equivalent
- AMSPAR or British Medical Secretary Diploma (includes medical terminology) or equivalent knowledege
Desirable
Knowledge
Essential
- Working knowledge of Microsoft office suite
- Knowledge of medical terminology
Desirable
- Working knowledge of in-house hospital systems
Experience
Essential
- Audio typing/word processing
Desirable
- Previous NHS administration experience (2 years minimum)
Skills
Essential
- Evidence of good standard of literacy/English language skills
- Good communication skills on the telephone, via email, face to face and in written communication
- Ability to organise own time
- Advanced typing skills
- Able to cope in busy working environment
Desirable
- Minute taking and transcribing
Other
Essential
- Demonstrate respect for confidentiality at all times
- Proven experience of successfully working in a team environment
- Show initiative, but also be able to follow instruction as required
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
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).
