Job summary
Under the guidance of the Clinical Admin Manager provide an efficient and timely administrative and support secretarial service to the medical secretarial team and Macular Treatment admin team in Ophthalmology.
***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
Prioritise workload, including printing letters/reports from Medisight for Medical Secretaries and MTC Admin. Support daily outcome checks. Prioritise correspondence (paper/electronic) per Trust policies. Maintain records/filing and notify the medical team when urgent action is needed. File/scan results, reports, and letters accurately in Medisight. Handle patient, GP, and agency calls using initiative within guidelines. Communicate effectively with the multi-disciplinary team. Ensure Consultant referrals are prioritised and sent to the waiting list team per Trust policy. Action clinic follow-ups (e.g. CVIs, investigations, results) promptly and per guidelines. Proactively manage patients awaiting results/photos, ensuring timely review/action by the Consultant/team. Provide emergency cover during leave/sickness/peak times as directed by Support Manager, including reception cover. Attend team meetings. Keep electronic tracing system updated. As first point of contact, manage anxious/angry patients or bereaved families, seeking support where needed. Ensure accurate info on complaints is passed to the Service Line Manager. Actively manage and monitor patients on referral to treatment pathway using the Primary Target List in line with Access Policy. Undergo annual appraisal and meet objectives. Assist with post sorting/distribution. Be a flexible team member, able to multi-skill across roles.
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
1. Prioritise own workload including, printing of letters from Medisight and medical reports for both the medical secretaries and MTC Admin Team..
2 2. Support the Medical Secretaries with daily outcome checks.
- Responsible for prioritising all correspondence, in paper or electronic format, in line with Trust policies. Maintaining a satisfactory record and filing system. Using own initiative to ensure that the medical team are aware when urgent response is required.
- Responsible for ensuring that all results, reports and letters are accurately filed in medical notes/Scanned to Medisight.
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
- Ensure effective communication with all members of the multi-disciplinary team.
- Responsible for ensuring Consultants referrals are prioritised and made available to the outpatient waiting list team within the Trusts Waiting List Policy Guidelines.
- Responsible for ensuring that appropriate clinic follow up, such as adding to waiting list, distribution of CVI forms, requesting further investigations (eg CT/MRI/Xray/Ultrasound) or requesting results, are actioned in a timely manner and in line with Trust policies.
- Proactively manage those patients sent for results and photographs, ensuring that Consultant /or Medical team see them and action in a timely manner.
- At the direction of the Support Manager, required to provide emergency cover for other colleagues during annual leave/sickness or peak workloads when able to do so, including covering reception when required due to team meetings.
For further details please see the attached JD & PS
Job description
Job responsibilities
1. Prioritise own workload including, printing of letters from Medisight and medical reports for both the medical secretaries and MTC Admin Team..
2 2. Support the Medical Secretaries with daily outcome checks.
- Responsible for prioritising all correspondence, in paper or electronic format, in line with Trust policies. Maintaining a satisfactory record and filing system. Using own initiative to ensure that the medical team are aware when urgent response is required.
- Responsible for ensuring that all results, reports and letters are accurately filed in medical notes/Scanned to Medisight.
- Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
- Ensure effective communication with all members of the multi-disciplinary team.
- Responsible for ensuring Consultants referrals are prioritised and made available to the outpatient waiting list team within the Trusts Waiting List Policy Guidelines.
- Responsible for ensuring that appropriate clinic follow up, such as adding to waiting list, distribution of CVI forms, requesting further investigations (eg CT/MRI/Xray/Ultrasound) or requesting results, are actioned in a timely manner and in line with Trust policies.
- Proactively manage those patients sent for results and photographs, ensuring that Consultant /or Medical team see them and action in a timely manner.
- At the direction of the Support Manager, required to provide emergency cover for other colleagues during annual leave/sickness or peak workloads when able to do so, including covering reception when required due to team meetings.
For further details please see the attached JD & PS
Person Specification
Knowledge and experience
Essential
- oDemonstrates an understanding of the importance of confidentiality.
- oDemonstrable experience in the use of Microsoft packages i.e Word, Excel, Powerpoint.
- oPrevious demonstrable clerical/admin experience.
Desirable
- oPrevious demonstrable NHS experience
- oDemonstrable experience in a support medical secretary role
Aptitude and Abilities
Essential
- oExcellent communication and interpersonal skills
- oExcellent telephone manner
- oExcellent organisational skills
Qualifications
Essential
- oEducated to GCSE level grade 4-9 (A-C) in Maths and English, or equivalent demonstrable experience
Desirable
- Typing to OCR 2 (or above) standard or equivalent
- ECDL
Person Specification
Knowledge and experience
Essential
- oDemonstrates an understanding of the importance of confidentiality.
- oDemonstrable experience in the use of Microsoft packages i.e Word, Excel, Powerpoint.
- oPrevious demonstrable clerical/admin experience.
Desirable
- oPrevious demonstrable NHS experience
- oDemonstrable experience in a support medical secretary role
Aptitude and Abilities
Essential
- oExcellent communication and interpersonal skills
- oExcellent telephone manner
- oExcellent organisational skills
Qualifications
Essential
- oEducated to GCSE level grade 4-9 (A-C) in Maths and English, or equivalent demonstrable experience
Desirable
- Typing to OCR 2 (or above) standard or equivalent
- ECDL
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).
