Job summary
This role is on a 6 month fixed term contract.
An exciting opportunity has arisen for a Band 3 Secretary role within the Surgery, Women and Children's Division.
We are looking for a friendly and enthusiastic individual to join our very busy secretarial team.
You will be required to undertake all secretarial duties including typing and dealing promptly with general correspondence and answering phone queries professionally, courteously and efficiently.
Providing a comprehensive secretarial service, the role will involve typing clinical letters with extreme accuracy within the agreed Trust wide targets and providing a central point of communication for patients and other healthcare professionals regarding treatments and consultation.
Main duties of the job
- Act as the main contact point for your consultants and other clinical staff related to your specialist clinical area, fielding enquiries in a professional and efficient manner.
- Type (audio/copy) clinics letters, medico-legal letters, and general reports and memos for consultants and junior medical staff. Ensuring work is of the highest quality in terms of presentation and layout and dispatch is within agreed timescales.
- Open, sort and action post on a daily basis.
- Retrieve, log and return case notes/medical records, keeping these in accordance with Trust policy (Case note tracking and Filing in Case notes)
- File correspondence, investigatory reports and maintain paper and electronic filing system in the office.
- Respond and/or action enquiries (face to face/telephone/email/written) from staff, patients and third parties in a professional and pro-active manner, including liaising with police, solicitors, and social services.
- Ensure referral letters are collected and assessed daily and that the patient referral letters are moved quickly through the registration system to the booking team.
- Ensure all investigatory results are seen promptly by the consultant, or agreed member of team during periods of leave, and processed accordingly.
About us
Our STAR values - Service, Teamwork, Ambition and Respect - are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives
Service We will put our patients first
Teamwork We will work together
Ambition We will aspire to provide the best service
Respect We will act with integrity
Job description
Job responsibilities
- Act as the main contact point for your consultants and other clinical staff related to your specialist clinical area, fielding enquiries in a professional and efficient manner.
- Type (audio/copy) clinics letters, medico-legal letters, and general reports and memos for consultants and junior medical staff. Ensuring work is of the highest quality in terms of presentation and layout and dispatch is within agreed timescales.
- Open, sort and action post on a daily basis.
- Retrieve, log and return case notes/medical records, keeping these in accordance with Trust policy (Case note tracking and Filing in Case notes)
- File correspondence, investigatory reports and maintain paper and electronic filing system in the office.
- Respond and/or action enquiries (face to face/telephone/email/written) from staff, patients and third parties in a professional and pro-active manner, including liaising with police, solicitors, and social services.
- Ensure referral letters are collected and assessed daily and that the patient referral letters are moved quickly through the registration system to the booking team.
- Ensure all investigatory results are seen promptly by the consultant, or agreed member of team during periods of leave, and processed accordingly.
- Work with other team members to cover for and support departmental secretaries including local induction for new starters.
- Ensure the consultants diary is up to date, and agree a system for diary management with the consultant.
- Facilitate medical staff leave through diary management and communicating with the relevant personnel responsible for processing leave requests.
- To take and produce minutes for occasional meetings when required.
- To review/audit and establish where appropriate, revised systems to maximise the efficient running of the department.
This job description is not intended to be exhaustive, and it is likely that duties may be altered from time to time in the light of changing circumstances, in discussion with the post holder. This role profile is intended to provide a broad outline of the main responsibilities only. The post holder will need to be flexible in developing the role with initial and on-going discussions with the designated manager.
Job description
Job responsibilities
- Act as the main contact point for your consultants and other clinical staff related to your specialist clinical area, fielding enquiries in a professional and efficient manner.
- Type (audio/copy) clinics letters, medico-legal letters, and general reports and memos for consultants and junior medical staff. Ensuring work is of the highest quality in terms of presentation and layout and dispatch is within agreed timescales.
- Open, sort and action post on a daily basis.
- Retrieve, log and return case notes/medical records, keeping these in accordance with Trust policy (Case note tracking and Filing in Case notes)
- File correspondence, investigatory reports and maintain paper and electronic filing system in the office.
- Respond and/or action enquiries (face to face/telephone/email/written) from staff, patients and third parties in a professional and pro-active manner, including liaising with police, solicitors, and social services.
- Ensure referral letters are collected and assessed daily and that the patient referral letters are moved quickly through the registration system to the booking team.
- Ensure all investigatory results are seen promptly by the consultant, or agreed member of team during periods of leave, and processed accordingly.
- Work with other team members to cover for and support departmental secretaries including local induction for new starters.
- Ensure the consultants diary is up to date, and agree a system for diary management with the consultant.
- Facilitate medical staff leave through diary management and communicating with the relevant personnel responsible for processing leave requests.
- To take and produce minutes for occasional meetings when required.
- To review/audit and establish where appropriate, revised systems to maximise the efficient running of the department.
This job description is not intended to be exhaustive, and it is likely that duties may be altered from time to time in the light of changing circumstances, in discussion with the post holder. This role profile is intended to provide a broad outline of the main responsibilities only. The post holder will need to be flexible in developing the role with initial and on-going discussions with the designated manager.
Person Specification
Qualifications
Essential
- RSA Typing or equivalent keyboard skills
- RSA Audio Typing or equivalent
- GCSE level C or above in English and Maths
- Good general education
Desirable
Experience
Essential
- Experience of working as a secretary and/or in a clerical environment
- Demonstrable experience of working with Microsoft Office and databases
- Referral triaging and booking processes
Desirable
- Hospital patient system such as Medway
Knowledge
Essential
- oExcellent organisational skills oExcellent communication skills oAudio typing skills oProfessional telephone manner oAbility to learn new systems oAbility to work to tight and conflicting deadlines oAbility to communicate effectively with a variety of people from different backgrounds
Desirable
- Knowledge of a district General Hospital
Person Specification
Qualifications
Essential
- RSA Typing or equivalent keyboard skills
- RSA Audio Typing or equivalent
- GCSE level C or above in English and Maths
- Good general education
Desirable
Experience
Essential
- Experience of working as a secretary and/or in a clerical environment
- Demonstrable experience of working with Microsoft Office and databases
- Referral triaging and booking processes
Desirable
- Hospital patient system such as Medway
Knowledge
Essential
- oExcellent organisational skills oExcellent communication skills oAudio typing skills oProfessional telephone manner oAbility to learn new systems oAbility to work to tight and conflicting deadlines oAbility to communicate effectively with a variety of people from different backgrounds
Desirable
- Knowledge of a district General Hospital
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).
