Job summary
To provide a comprehensive medical secretarial service to consultant and/or group of medical staff and other clinical staff in an efficient and timely manner.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
Provide and deliver a high standard of full secretarial service to the Consultant and/or group of clinical staff using a varied range of work procedures.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
- Prioritise own workload including the typing of clinics, discharge summaries and medical reports.
- Ensure effective communication with all members of the multi-disciplinary team.
- Sort and deal with all correspondence, keeping a satisfactory record and filing system
- Collate results with patient casenotes, ensuring that they are seen and actioned promptly by the relevant clinician.
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
- Maintain an up to date diary for the Consultants / team, inform relevant staff of cancelled and reduced theatre and outpatient sessions due to Consultant leave, junior doctors leave, on-call commitments, CME, Audit and Directorate meeting.
- To obtain hospital casenotes and x-rays from both within the Trust and external agencies when required by the Consultant and/or team.
8.To ensure that the casenotes and x-rays are traced accurately using PiMS and CRIS at all times and retuned to Health Records in a timely manner. To raise hospital casenotes as necessary, ensuring that accurate and full details are entered onto PiMS in line with the Trusts AGN for health records
- Required to cover for other colleagues during annual leave/sickness or peak workloads.
- Arrange patient admissions as directed by the Consultant/team, taking into account clinical priority ensuring that any relevant investigations or pre-assessment appointments are booked.
- Formulate Electronic Theatre Lists to the agreed Trust standard format. Ensuring that booking guidelines are followed and reminder service actioned in a timely manner.
- Inform the ward of patient admissions and provide hospital notes and x-rays, rebook cancelled patients/informing patients of cancellations.
- Where necessary liase with theatres, other Consultants and departments to facilitate patients admissions.
- Ensure that appropriate clinic follow up is actioned as appropriate, i.e. out patient appointments, investigations, add patients to waiting list, re-admissions and referrals to other Consultants/departments.
- Work with the junior doctors to ensure that the discharge summary/pro formas are completed.
- Ensure timely despatch of clinical letters to GPs.
- Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner.
- Inform GPs of patient results via letter dictated by Consultant.
- Ensure that all results, reports and letters are accurately filed in medical notes.
- General Admin, including adding referrals to IPM
- Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.
- Exposure to distressing/emotional circumstances i.e. typing letters of a distressing nature, dealing with distressed, anxious and angry patients and relatives in person or by telephone.
- Requirement to exert physical effort when dealing with quantities of notes and x-rays and when retrieving notes from outpatients after Consultant clinics each week and filing them in the office to await typing.
- Requirement to work at a VDU screen for at least 75% of the working day.
- Booking Theatre list
Job description
Job responsibilities
- Prioritise own workload including the typing of clinics, discharge summaries and medical reports.
- Ensure effective communication with all members of the multi-disciplinary team.
- Sort and deal with all correspondence, keeping a satisfactory record and filing system
- Collate results with patient casenotes, ensuring that they are seen and actioned promptly by the relevant clinician.
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
- Maintain an up to date diary for the Consultants / team, inform relevant staff of cancelled and reduced theatre and outpatient sessions due to Consultant leave, junior doctors leave, on-call commitments, CME, Audit and Directorate meeting.
- To obtain hospital casenotes and x-rays from both within the Trust and external agencies when required by the Consultant and/or team.
8.To ensure that the casenotes and x-rays are traced accurately using PiMS and CRIS at all times and retuned to Health Records in a timely manner. To raise hospital casenotes as necessary, ensuring that accurate and full details are entered onto PiMS in line with the Trusts AGN for health records
- Required to cover for other colleagues during annual leave/sickness or peak workloads.
- Arrange patient admissions as directed by the Consultant/team, taking into account clinical priority ensuring that any relevant investigations or pre-assessment appointments are booked.
- Formulate Electronic Theatre Lists to the agreed Trust standard format. Ensuring that booking guidelines are followed and reminder service actioned in a timely manner.
- Inform the ward of patient admissions and provide hospital notes and x-rays, rebook cancelled patients/informing patients of cancellations.
- Where necessary liase with theatres, other Consultants and departments to facilitate patients admissions.
- Ensure that appropriate clinic follow up is actioned as appropriate, i.e. out patient appointments, investigations, add patients to waiting list, re-admissions and referrals to other Consultants/departments.
- Work with the junior doctors to ensure that the discharge summary/pro formas are completed.
- Ensure timely despatch of clinical letters to GPs.
- Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner.
- Inform GPs of patient results via letter dictated by Consultant.
- Ensure that all results, reports and letters are accurately filed in medical notes.
- General Admin, including adding referrals to IPM
- Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.
- Exposure to distressing/emotional circumstances i.e. typing letters of a distressing nature, dealing with distressed, anxious and angry patients and relatives in person or by telephone.
- Requirement to exert physical effort when dealing with quantities of notes and x-rays and when retrieving notes from outpatients after Consultant clinics each week and filing them in the office to await typing.
- Requirement to work at a VDU screen for at least 75% of the working day.
- Booking Theatre list
Person Specification
Qualifications
Essential
- NVQ Level 3 business and administration or demonstrable equivalent experience
- OCR Level 2 or equivalent demonstrable audio typing experience.
- GCSE's Garde A-C/ 4-9 in Maths and English or equivalent
- Audio typing or demonstrable experience of
Desirable
- OCR Level 3 or equivalent level
Knowledge and Experience
Essential
- Previous demonstrable experience as a secretary.
- Demonstrate ability to use all main software packages (including word and excel)
Desirable
- PTL Management
- Proven RTT Knowledge
- Demonstrate use of hospital software e.g. iPMS.
- Proven knowledge of the cancer pathway
Aptitude and Abilities
Essential
- Excellent organisational skills.
- Ability to communicate at all levels.
Person Specification
Qualifications
Essential
- NVQ Level 3 business and administration or demonstrable equivalent experience
- OCR Level 2 or equivalent demonstrable audio typing experience.
- GCSE's Garde A-C/ 4-9 in Maths and English or equivalent
- Audio typing or demonstrable experience of
Desirable
- OCR Level 3 or equivalent level
Knowledge and Experience
Essential
- Previous demonstrable experience as a secretary.
- Demonstrate ability to use all main software packages (including word and excel)
Desirable
- PTL Management
- Proven RTT Knowledge
- Demonstrate use of hospital software e.g. iPMS.
- Proven knowledge of the cancer pathway
Aptitude and Abilities
Essential
- Excellent organisational skills.
- Ability to communicate at all levels.
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).
