Senior Secretary

South Warwickshire University NHS Foundation Trust

The closing date is 15 April 2025

Job summary

We are looking for a dynamic forward thinking individual to lead a group of secretarial & administrative staff providing a cross boundary approach to secretarial support services within the Gastroenterology Department in an Acute Hospital Trust.

You must be able to work as part of a team providing secretarial/clerical support to various clinicians and their supporting staff along with managing your administrative team. You need to be able to demonstrate you can also work independently. Whilst we do not expect that you will have had experience working in a hospital setting, if you have experience working in a Heath care setting this would be advantageous.

You will need to be able to demonstrate excellent interpersonal, verbal and written communications skills and be highly organised. You will also need to be able to demonstrate your excellent IT skills and your ability to plan, prioritise, manage your time and problem solve effectively.

All positions are based at Warwick Hospital working Monday - Friday and will involve a mixture of home and office-based work.

Main duties of the job

To provide a specialised, comprehensive and confidential patient-centred clinical administration and secretarial service to Consultants and their teams in accordance with Departmental, Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding the specialty.

To co-ordinate the management of the elective and/or emergency pathways to include Cancer, Referral to Treatment Targets (RTT) and Choose & Book.

To co-ordinate the delivery of a specialty specific single point of access for patients.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Date posted

01 April 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

203-EL914

Job locations

Warwick Hospital

Warwick

CV34 5BW

Job description

Job responsibilities

To ensure that all clinical documentation is up-to-date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require effective collaboration with all relevant personnel to maintain an efficient administrative system; prompt transcription, manipulation and distribution of appropriate correspondence.

To request patient appointments (new and follow-up), liaising with the appropriate department.

To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.

To liaise professionally with all departments regarding admissions, waiting lists, ad hoc ward attenders and cancellations, ensuring hospital policies are adhered to.

To update and maintain the 18wk RTT Status Manager to ensure accurate record keeping at all times. To complete ITT forms as required according to the Standard Operating Procedure.

To co-operate in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assisting team leaders in its implementation.

To set up and maintain filing systems ensuring all documents are accurately and appropriately archived. To take responsibility for patients note in the office. To implement secretarial and administrative policies to track medical records using Lorenzo.

To take responsibility of patient electronic records and ensure data is relevant, up to date and accurate, logging data where necessary.

To obtain investigation results and exercise judgement to ensure that attention is urgently drawn to histology and urgent telephoned results and all results are filed in the patients records as set out in the Standard Operating Procedure.

To compile and maintain up-to-date secretarial job plan/cover folder for the secretarial team.

To open promptly and deal with appropriately any email correspondence.

To action all routine, urgent and complex leave requests for the medical staff promptly in accordance with Trust Policy including completing the electronic session cancellation form and forwarding to the appropriate person within the given timescale.

To maintain up-to-date timetables for the Consultants as and when required.

Arrange meetings, composing and transcribing minutes proactively ensuring action points are raised and completed where necessary, and liaising with the Medical School/Medical Students as and when required.

To approve annual leave for the secretarial team electronically ensuring the office is covered at all times.

To ensure all secretarial team timesheets are accurate and up to date on a weekly basis, including flexible working.

To participate in the recruitment and selection of new team members and organise their departmental induction.

To support team members by demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times and providing day to day supervision where required.