Job summary
We are looking for a forward thinking, enthusiastic and highly motivated individual who can provide comprehensive, efficient and patient-centred medical secretarial support to the Oncology and Haematology Teams at SWUFT NHS Trust. The post will be based at Warwick Hospital, with the flexibility of occasionally working at the Rigby Unit in Stratford, as and when required. The successful candidate will possess excellent organisational and prioritisation skills, a strong team work ethic and behaviours aligned to the Trust's values of acting with compassion, openness, honesty and respect and working in partnership to deliver and improve the services we provide to our patients.
Main duties of the job
To work as part of a team providing a specialised, comprehensive and confidential patient-centred clinical administration and secretarial service to consultants and junior medical staff within Cancer Services.
To co-ordinate the management of the elective and/or emergency pathways to include Cancer Waiting Time Targets, 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 University 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. In addition our staff survey results have placed us 4th in the country for recommended place to work.
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, inclusive, 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.
Job description
Job responsibilities
Key Result Areas:
Knowledge, Skills and Experience
Prioritise workload ensuring urgent tasks are completed within timescales and identify workload issues that may affect clinical service provision.
Accurately type clinical correspondence from audio dictation/copy typing in a timely and efficient manner.
Arrange patients new and follow up appointments as required using LORENZO system in liaison with appropriate departments.
Set up and maintain filing systems ensuring all documents are accurately and are appropriately archived. To take responsibility for patients notes in the office.
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.
- Action all 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.
- Maintain up-to-date timetables for the Consultants, 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.
Cover reception during periods of leave.
Measurable Result Areas
Responsible for updating and maintaining 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.
Co-operate in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assisting managers in its implementation.
Communications and Working Relationships
- Act as a point of contact to ensure all enquiries are effectively managed and resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.
Liaise professionally with all departments regarding admissions, waiting lists, ad hoc ward attenders and cancellations, ensuring hospital policies are adhered to.
- Promptly open and appropriately action any email correspondence.
Job description
Job responsibilities
Key Result Areas:
Knowledge, Skills and Experience
Prioritise workload ensuring urgent tasks are completed within timescales and identify workload issues that may affect clinical service provision.
Accurately type clinical correspondence from audio dictation/copy typing in a timely and efficient manner.
Arrange patients new and follow up appointments as required using LORENZO system in liaison with appropriate departments.
Set up and maintain filing systems ensuring all documents are accurately and are appropriately archived. To take responsibility for patients notes in the office.
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.
- Action all 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.
- Maintain up-to-date timetables for the Consultants, 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.
Cover reception during periods of leave.
Measurable Result Areas
Responsible for updating and maintaining 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.
Co-operate in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assisting managers in its implementation.
Communications and Working Relationships
- Act as a point of contact to ensure all enquiries are effectively managed and resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.
Liaise professionally with all departments regarding admissions, waiting lists, ad hoc ward attenders and cancellations, ensuring hospital policies are adhered to.
- Promptly open and appropriately action any email correspondence.
Person Specification
Qualifications
Essential
- Demonstrate good level of basic education including English language GCSE pass at grade 4 - 9 or equivalent
- RSA III or equivalent speed and accuracy
- RSA III or equivalent speed and accuracy
Desirable
- European Computer Driving License or equivalent
Experience
Essential
- Significant medical secretarial experience
- Demonstrates understanding of the key functions of a Senior Secretarial role
- Previous involvement in delivery of service improvements
Desirable
- Previous experience of working in Oncology and knowledge of Mosaiq
Skills
Essential
- Excellent communications skills
- Able to work independently and on own initiative, with senior members of staff available for reference as required
- Friendly and professional manner to support the above
- Excellent audio/copy typing skills
- Good working knowledge of Microsoft Office
- Sound working knowledge of LORENZO or PAS
- Exceptional organisational skills and ability to prioritise tasks
- Demonstrate understanding of patient confidentiality
- To be able train more junior members of staff in departmental processes and procedures
Desirable
- Experience of working with Excel and PowerPoint
Personal Qualities
Essential
- Demonstrate ability to effectively work in a team or alone
- Able to deal with distressing situations patients/relatives
- Demonstrate ability to remain calm under pressure
- Able to use own initiative
- To be able to effectively communicate complex information to other members of staff, including in situations where there may be barriers to understanding
Other Job Requirements
Essential
- Independent means of transport as there will be a requirement to work at both Stratford and Warwick Hospitals, as required
- Able to work in a busy environment where there are likely to be frequent interruptions
Person Specification
Qualifications
Essential
- Demonstrate good level of basic education including English language GCSE pass at grade 4 - 9 or equivalent
- RSA III or equivalent speed and accuracy
- RSA III or equivalent speed and accuracy
Desirable
- European Computer Driving License or equivalent
Experience
Essential
- Significant medical secretarial experience
- Demonstrates understanding of the key functions of a Senior Secretarial role
- Previous involvement in delivery of service improvements
Desirable
- Previous experience of working in Oncology and knowledge of Mosaiq
Skills
Essential
- Excellent communications skills
- Able to work independently and on own initiative, with senior members of staff available for reference as required
- Friendly and professional manner to support the above
- Excellent audio/copy typing skills
- Good working knowledge of Microsoft Office
- Sound working knowledge of LORENZO or PAS
- Exceptional organisational skills and ability to prioritise tasks
- Demonstrate understanding of patient confidentiality
- To be able train more junior members of staff in departmental processes and procedures
Desirable
- Experience of working with Excel and PowerPoint
Personal Qualities
Essential
- Demonstrate ability to effectively work in a team or alone
- Able to deal with distressing situations patients/relatives
- Demonstrate ability to remain calm under pressure
- Able to use own initiative
- To be able to effectively communicate complex information to other members of staff, including in situations where there may be barriers to understanding
Other Job Requirements
Essential
- Independent means of transport as there will be a requirement to work at both Stratford and Warwick Hospitals, as required
- Able to work in a busy environment where there are likely to be frequent interruptions
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).
Employer details
Employer name
South Warwickshire University NHS Foundation Trust
Address
South Warwickshire University NHS Foundation Trust
Lakin Road
Warwick
CV34 5BW
Employer's website
https://www.swft.nhs.uk/ (Opens in a new tab)
