Job summary
To provide efficient and high quality secretarial and administrative support to the Obstetrics Department. To build key working relationships with the Consultant body, Registrars, Matrons, Midwifes and Nursing team, Management team and all administrative and secretarial colleagues in the Women's Health Department to provide an outstanding service to all of our patients. Managing Patient pathway for Obstetric/Fetal medicine patients ensuring patients are being seen in a timely manner. Scheduling elective surgery for all patients and ensuring theatre lists have adequate capacity highlighting key concerns in advance. To be an active and supportive member of the department's administrative and clerical team and be able to provide cross cover across the department.
Main duties of the job
Please review full Job description which include all duties:1.To have excellent keyboard and word processor skills in Word and Microsoft Outlook.
2. To identify the most appropriate layout of complex documents, e.g. reports, minutes of meetings and to maintain an organised file management system.
3. To complete all dictation documents, using the Dictate.IT software for clinicians, midwifes, nurses within the Women's Health Service.
4. To produce other general correspondence, which may include distressing or emotional contents, e.g., discharge summaries, memoranda and miscellaneous reports as required, ensuring all correspondence meets the Trust's current formatting standards.
5. To arrange, plan, take and transcribe accurate minutes for meetings and conferences as required within the Women's Health Service.
6. To assist in the compilation of reports, audits, teaching materials, research papers and slides within agreed timeframes as required.
7. To act independently, ensuring that daily tasks and on-going workloads are prioritised and completed within agreed timeframes.
8. To prioritise incoming correspondence, ensuring that it is promptly dealt with by the appropriate member of staff
9. To undertake photocopying/scanning of materials as necessary. Uploading letter's, referrals and scan reports on to all appropriate systems.
10. Ensure consultant leave is accurately recorded on to Healthroster and approved by the Service manager
About us
St George's, Epsom and St Helier University Hospitals and Health Group cares for a population of four million people in South West London and North East Surrey.Our sites include St George's Hospital, one of 11 major trauma centres in the UK and the largest healthcare provider and major teaching hospital in the area; St Helier Hospital, home to the South West Thames Renal and Transplantation Unit and Queen Mary's Hospital for Children; and Epsom Hospital, home to the South West London Elective Orthopaedic Centre (SWLEOC).
After years of collaboration, our two Trusts became a hospitals group in 2021. While remaining as two separate Trusts, being a hospitals group will help us to collaborate more closely on research, and the development, education, and training of our 17,000-strong workforce.
Job description
Job responsibilities
*****Please see the attached supporting document which contains more information about the role*****
Job description
Job responsibilities
*****Please see the attached supporting document which contains more information about the role*****
Person Specification
Qualifications and Training
Essential
- oGood general education including GSCE in Maths or English (or equivalent)
- oTyping 60 WPM minimum
Desirable
- oAMSPAR Diploma (or equivalent business and admin NVQ)
- oCustomer Care course (or equivalent experience)
Experience
Essential
- oA minimum of 3 years administration experience
- oExperience working within an NHS Trust
- oExperience in establishing/maintaining robust office systems
Desirable
- oExperience working within a multi-disciplinary team
- oExperience working within a team that has undergone system/ process changes
Skills
Essential
- oAbility to work autonomously
- oComputer/word processing skills including proficient knowledge of email and MS Office packages
- oExcellent communication and interpersonal skills
- oExcellent organisational skills
- oAbility to generate own routine correspondence
- oAbility to prioritise and work to strict deadlines
- oWillingness and ability to learn new IT skills and technology
- oAbility to adapt to a changing environment
- oAbility to take minutes of meetings
Desirable
- oAbility to use Cerner, Electronic Patient Record (EPR) and Dictate IT3
Knowledge
Essential
- oKnowledge of medical terminology
- oKnowledge of requirements of confidentiality and the General Data Protection Regulations (GDPR)
- oKnowledge of NHS waiting times and how to put this into practice.
Desirable
- oKnowledge of NHS priorities
Person Specification
Qualifications and Training
Essential
- oGood general education including GSCE in Maths or English (or equivalent)
- oTyping 60 WPM minimum
Desirable
- oAMSPAR Diploma (or equivalent business and admin NVQ)
- oCustomer Care course (or equivalent experience)
Experience
Essential
- oA minimum of 3 years administration experience
- oExperience working within an NHS Trust
- oExperience in establishing/maintaining robust office systems
Desirable
- oExperience working within a multi-disciplinary team
- oExperience working within a team that has undergone system/ process changes
Skills
Essential
- oAbility to work autonomously
- oComputer/word processing skills including proficient knowledge of email and MS Office packages
- oExcellent communication and interpersonal skills
- oExcellent organisational skills
- oAbility to generate own routine correspondence
- oAbility to prioritise and work to strict deadlines
- oWillingness and ability to learn new IT skills and technology
- oAbility to adapt to a changing environment
- oAbility to take minutes of meetings
Desirable
- oAbility to use Cerner, Electronic Patient Record (EPR) and Dictate IT3
Knowledge
Essential
- oKnowledge of medical terminology
- oKnowledge of requirements of confidentiality and the General Data Protection Regulations (GDPR)
- oKnowledge of NHS waiting times and how to put this into practice.
Desirable
- oKnowledge of NHS priorities
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
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).
