Job summary
An exciting opportunity has arisen to join a secretarial, clerical & administrative team providing a cross boundary approach to secretarial support within an Acute Hospital Trust. The structure provides ideal opportunities for career progression within the medical secretariat.
If you possess excellent communication and organisational skills, work well in a team and can meet deadlines successfully then this position could be for you.
The current position available is full time working Monday - Friday.
You will be able to:
Able to demonstrate a good basic education.
English Language GCSE pass.
Working knowledge of Microsoft Office programs.
An ability to learn and adapt quickly and use initiative.
Able to manage your time, prioritise and problem solve effectively.
Working knowledge of Heath Care Patient Management Systems is an advantage, however, training will be given if required.
Main duties of the job
To provide clerical and administrative support to the secretarial team and to work closely with other members of the administrative team.
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.
Job description
Job responsibilities
Posting of all correspondence, internally and externally for the secretarial team.
To set up and maintain filing systems ensuring all documents are accurately and appropriately archived. To take responsibility for patients notes in the office. To implement secretarial and administrative policies to track medical records using the Patient Administration System.
To set up and maintain a process to ensure all patient filing (including results) are accurately and appropriately archived in the patients electronic records as well as patient case notes.
Signing off results in patient administration systems once read and acknowledged by the clinician(s).
To ensure all patient correspondence and reports are filed in the patient notes for the next clinic appointment.
To obtain medical records requested by secretarial staff from all departments including medical records in a prompt and efficient manner, highlighting any unavailable records to the appropriate member of the team.
To answer telephone queries when providing cross-cover for the secretaries when necessary, taking accurate messages and dealing with less complex queries.
To use the Patient Administration Systems and email to access patient appointments, waiting list information etc., when required.
To communicate with staff from Medical Records, Call Centre and other relevant departments.
To collect referral letters for the team to review and return to the Call Centre, on a daily basis.
To print and take e-referrals to the scanning team and collect daily to be read by the clinician(s).
Take documents over to the scanning bureau on a daily basis.
Scanning patient documents onto patient administration systems.
Photocopying, faxing and any other clerical duties.
To maintain an up-to-date secretarial job plan/cover folder for the secretarial team.
To monitor and order sufficient supplies of office stationery and equipment within the department.
Job description
Job responsibilities
Posting of all correspondence, internally and externally for the secretarial team.
To set up and maintain filing systems ensuring all documents are accurately and appropriately archived. To take responsibility for patients notes in the office. To implement secretarial and administrative policies to track medical records using the Patient Administration System.
To set up and maintain a process to ensure all patient filing (including results) are accurately and appropriately archived in the patients electronic records as well as patient case notes.
Signing off results in patient administration systems once read and acknowledged by the clinician(s).
To ensure all patient correspondence and reports are filed in the patient notes for the next clinic appointment.
To obtain medical records requested by secretarial staff from all departments including medical records in a prompt and efficient manner, highlighting any unavailable records to the appropriate member of the team.
To answer telephone queries when providing cross-cover for the secretaries when necessary, taking accurate messages and dealing with less complex queries.
To use the Patient Administration Systems and email to access patient appointments, waiting list information etc., when required.
To communicate with staff from Medical Records, Call Centre and other relevant departments.
To collect referral letters for the team to review and return to the Call Centre, on a daily basis.
To print and take e-referrals to the scanning team and collect daily to be read by the clinician(s).
Take documents over to the scanning bureau on a daily basis.
Scanning patient documents onto patient administration systems.
Photocopying, faxing and any other clerical duties.
To maintain an up-to-date secretarial job plan/cover folder for the secretarial team.
To monitor and order sufficient supplies of office stationery and equipment within the department.
Person Specification
Qualifications
Essential
- Able to demonstrate good basic education
- English language pass GCSE
- RSA I or equivalent speed and accuracy
Desirable
- European Computer Driving License
Experience
Essential
- Demonstrates understanding of the key functions of the Team Assistant role
Skills
Essential
- Articulate - excellent communications skills
- Able to prioritise tasks
- Demonstrates potential to be able to work under pressure
- Demonstrate understanding of patient confidentiality
Desirable
- Experience of Excel and Powerpoint
Personal Qualities
Essential
- Able to respond effectively to working alone or in a team
- Conscientious and hard working
- Ability to use initiative
- Honest and reliable
- To be able to adapt to change
- Flexible
- Understanding of own limitations
Person Specification
Qualifications
Essential
- Able to demonstrate good basic education
- English language pass GCSE
- RSA I or equivalent speed and accuracy
Desirable
- European Computer Driving License
Experience
Essential
- Demonstrates understanding of the key functions of the Team Assistant role
Skills
Essential
- Articulate - excellent communications skills
- Able to prioritise tasks
- Demonstrates potential to be able to work under pressure
- Demonstrate understanding of patient confidentiality
Desirable
- Experience of Excel and Powerpoint
Personal Qualities
Essential
- Able to respond effectively to working alone or in a team
- Conscientious and hard working
- Ability to use initiative
- Honest and reliable
- To be able to adapt to change
- Flexible
- Understanding of own limitations
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).
