Job summary
To provide a specialised, comprehensive and confidential patient centred clinical administration and secretarial service to the Surgical Services team in accordance with Departmental, Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding the specialism for patients.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Main duties of the job
- 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
- To ensure, wherever possible, 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
- To ensure the effective organisation of all patients under the care of the consultant and his/her team in accordance with Local and National policy and targets. This will require effective collaboration with: the Booking Centre and Patient Access team to ensure the waiting list is up-to- date and accurate at all times; Outpatient Access team and General Managers to monitor the utilisation and effectiveness of outpatient clinics, ensuring that established Patient Access Policy and procedures are adhered to; Theatre, Diagnostic and Ward teams to ensure that the elective care pathway for all patients is seamless and sensitive to their needs.
About us
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Job description
Job responsibilities
- To maintain an efficient office management system/procedures to enable the consultant and his/her team to optimise their patient care services. This will require: effective management of the consultants time, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel, arranging meetings/events, composing and transcribing minutes proactively ensuring action points are raised and completed, preparation of correspondence and reports; effective management of the consultants office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationery levels are maintained, processing orders as required and tracking patients through their pathway from initial referral to discharge.
- To support team members. This will require: 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; providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where
- Provide oversight to the Support Secretaries for associated administrative activities, such as patient bookings, appropriate documentation and typing, with local training.
- Use of hospital systems, including IPM, CRRS, Opera, Winscribe and from October 2023, EPR, to effectively manage workload and RTT patient pathways.
- Liaise with patients over the phone for clinics, theatre bookings and general queries, providing feedback to Consultants and Admin Manager team for any urgent matters. Ensuring clear lines communication and correspondence in line with Trust policies and procedures.
- Responding to patient complaints and providing follow-up actions for any outcomes required to the PALS team and senior management.
- Will provide a key function in the booking of Outpatients follow-up appointments and short notice theatres, tracking the patient through the processes as part of managing their Consultants Waiting List.
- Responsibility for typing of routine and urgent letters where appropriate, linking in with clinicians for any queries and for following up on verification.
- Complete Trust Mandatory Training and keep up-to-date for all modules.
Attend regular 1:1 meetings with Admin Manager for discussion over work activities, forward planning, training needs and opportunities, as well as welfare checks
Key Result Areas and Performance
- Ensuring theatres and clinics are fully utilised to 100%
- Ensuring quick turnaround of PALS complaints
For further details please see the attached job description.
Job description
Job responsibilities
- To maintain an efficient office management system/procedures to enable the consultant and his/her team to optimise their patient care services. This will require: effective management of the consultants time, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel, arranging meetings/events, composing and transcribing minutes proactively ensuring action points are raised and completed, preparation of correspondence and reports; effective management of the consultants office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationery levels are maintained, processing orders as required and tracking patients through their pathway from initial referral to discharge.
- To support team members. This will require: 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; providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where
- Provide oversight to the Support Secretaries for associated administrative activities, such as patient bookings, appropriate documentation and typing, with local training.
- Use of hospital systems, including IPM, CRRS, Opera, Winscribe and from October 2023, EPR, to effectively manage workload and RTT patient pathways.
- Liaise with patients over the phone for clinics, theatre bookings and general queries, providing feedback to Consultants and Admin Manager team for any urgent matters. Ensuring clear lines communication and correspondence in line with Trust policies and procedures.
- Responding to patient complaints and providing follow-up actions for any outcomes required to the PALS team and senior management.
- Will provide a key function in the booking of Outpatients follow-up appointments and short notice theatres, tracking the patient through the processes as part of managing their Consultants Waiting List.
- Responsibility for typing of routine and urgent letters where appropriate, linking in with clinicians for any queries and for following up on verification.
- Complete Trust Mandatory Training and keep up-to-date for all modules.
Attend regular 1:1 meetings with Admin Manager for discussion over work activities, forward planning, training needs and opportunities, as well as welfare checks
Key Result Areas and Performance
- Ensuring theatres and clinics are fully utilised to 100%
- Ensuring quick turnaround of PALS complaints
For further details please see the attached job description.
Person Specification
Qualifications
Essential
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills and Abilities
Essential
Person Specification
Qualifications
Essential
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills and Abilities
Essential
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).
