Team Secretary - Medicine

Job description

Job responsibilities

Main duties and Responsibilities

To work as part of a specialty team.

1. Responsible for the typing of all correspondence relating to out-patients and in patients as well as typing departmental correspondence.
2. Arranges patients new and follow up appointments as required using PAS system and liaison with appropriate departments and in line with patients needs.
3. Receives enquiries from patients and staff, resolving straightforward enquiries and forwarding more complex issues to the most appropriate member of the team.
4. Liaise professionally with all departments regarding admissions, waiting lists, ad hoc ward attenders and cancellations ensuring hospital policies are adhered to.
5. To organise meetings and appointments for the consultants and the specialty team and make adjustments in line with agreed protocols where necessary.
6. To participate in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System and make suggestions for the improvement of office systems and processes.
7. To set up and maintain filing systems ensuring all documents are accurately and are appropriately archived.
8. To order and requisition stationery in line with the specialty teams needs ensuring that stock levels are regularly maintained and reviewed.
9. To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology and urgent telephoned results and all results are filed in the patients records.
10. To take responsibility for tracking patients notes in the office.
11. To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e-mail correspondence.
12. Prepare and fax any correspondence as and when required.
13. To ensure that all Trust performance standards for turnaround times are maintained and adhered to.
14. To participate in appraisals and personal reviews and work to achieve agreed set objectives.
15. To participate in appropriate training and development activities.
16. To participate in team, professional and personal development activities and maintain commitment to continuous development and improvement.
17. To flag any operational, or resourcing issues to the Team Leader in a timely manner to facilitate resolution.
18. Be prepared, where operationally viable to provide support to other teams within the Directorate for periods of sickness absence and annual leave.

Relationships

Internal

• General Manager
• Operational Managers
• Consultant Medical Staff
• Junior Medical Staff
• Ward Managers and Department Heads
• Team Secretaries
• Patient RTT Trackers
• Clerical Officers
• Directorate Administrator

External

• Patients and members of the public
• General Practitioners
• Consultant and junior medical staff from other hospitals
• Secretaries from other hospitals
• Suppliers
• Medical Representatives
• Overseas Dictation Companies

Special Requirements

• The post holder will be required to be seated for long periods and use a computer for duties of this role.
• There may be periods of frequent distractions.

**For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached**

Person Specification

Experience and Knowledge

Essential

• Minimum of 12 months secretarial experience

Qualifications and professional training

Essential

• English Language 'O' Level or equivalent
• Able to demonstrate good basic education
• RSA II (or equivalent) typing skills

Personal Qualities

Essential

• Ability to respond to work as part of a team or on own initiative
• Conscientious and hard working
• Ability to deal with distressing situations
• Tact, diplomacy and resilience
• Proven flexibility
• Ability to adapt to change
• Commitment to personal development and service improvement

Skills and Abilities

Essential

• Good communication skills
• Friendly & professional telephone manner
• Good audio/typing skills
• Working knowledge of Microsoft Office
• Able to prioritise and organize tasks
• Ability to work under pressure
• Demonstrate understanding of Patient Confidentiality
• Knowledge of computer systems

Desirable

• Medical Terminology Knowledge
• Knowledge of case note tracking policy & Procedure

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.

Certificate of Sponsorship

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

George Eliot Hospital NHS Trust

Address

George Eliot Hospital NHS Trust

College Street

Nuneaton

CV10 7DJ

Employer's website

http://www.geh.nhs.uk/ (Opens in a new tab)