Job summary
Chelsea & Westminster NHS Foundation Trust (10 Hammersmith Broadway Site)
An exciting opportunity has arisen for a Secretary to join the HIV and GUM team at 10 Hammersmith Broadway.
We are looking for a highly motivated and enthusiastic Secretary to provide a patient focused service for administrative areas within the HIV/GUM directorate, maintaining a welcoming and pleasant environment for patients.
Main duties of the job
Working flexibly, the post holder will ensure that they provide a patient focused service for administrative areas within the HIV/GUM directorate, maintaining a welcoming and pleasant environment for patients.
They will ensure that all patient data is entered into the EPR in a timely and accurate manner.
This will include close liaison with the multidisciplinary team of Medical staff, Health Advisers, as well as other Trust wards and departments to ensure continuity of patient care.
Providing professional cover for reception desks and appointments line according to rota.
About us
Chelsea and Westminster Hospital NHS Foundation Trust is proud to be one of the top performing and safest trusts in England. We have two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital, plus our award-winning clinics across North West London and beyond.
Job description
Job responsibilities
- Manage the clinics NHS mailbox.
- Check voicemails and respond to phone calls.
- Formulate and send letters from the computer systems at the request of the multi-disciplinary team.
- Provide high quality administrative support for Heads of department at 10 Hammersmith Broadway on request.
- To accurately record meeting actions, notes and minutes to distribute accordingly.
- Ensure that all enquiries are dealt with in a timely, polite, professional and confidential manner, taking action or escalating as appropriate, using initiative and prioritizing skills.
- Proactively manage patient pathways so that all patients receive a high standard of service delivery.
- Promote excellent customer service throughout all areas of responsibility, taking remedial action to correct poor and unresponsive service.
- Use initiative when dealing with patients problems or when dealing with managers or consultants who request patient information.
- Support new members of the team through induction.
- Adhere to trust-wide standard operating procedures and policies developed for clinical administrative processes and participate in their development.
- Suggest improvements to systems, with ways of measuring effectiveness of any changes made.
- Support the building and support services manager in overseeing reception services ensuring adequate cover at all times and that patients receive and appropriate and welcoming service.
- Ensure patient demographic details are updated on PAS.
- Collect and use data to measure performance of department against objectives.
- Organise and prioritise workload with minimal supervision.
- Assist all members of staff and patients with the uptake of new technologies and where required to become a user champion to embed learning.
Please see attached job description and person specification to this advert for further details.
Job description
Job responsibilities
- Manage the clinics NHS mailbox.
- Check voicemails and respond to phone calls.
- Formulate and send letters from the computer systems at the request of the multi-disciplinary team.
- Provide high quality administrative support for Heads of department at 10 Hammersmith Broadway on request.
- To accurately record meeting actions, notes and minutes to distribute accordingly.
- Ensure that all enquiries are dealt with in a timely, polite, professional and confidential manner, taking action or escalating as appropriate, using initiative and prioritizing skills.
- Proactively manage patient pathways so that all patients receive a high standard of service delivery.
- Promote excellent customer service throughout all areas of responsibility, taking remedial action to correct poor and unresponsive service.
- Use initiative when dealing with patients problems or when dealing with managers or consultants who request patient information.
- Support new members of the team through induction.
- Adhere to trust-wide standard operating procedures and policies developed for clinical administrative processes and participate in their development.
- Suggest improvements to systems, with ways of measuring effectiveness of any changes made.
- Support the building and support services manager in overseeing reception services ensuring adequate cover at all times and that patients receive and appropriate and welcoming service.
- Ensure patient demographic details are updated on PAS.
- Collect and use data to measure performance of department against objectives.
- Organise and prioritise workload with minimal supervision.
- Assist all members of staff and patients with the uptake of new technologies and where required to become a user champion to embed learning.
Please see attached job description and person specification to this advert for further details.
Person Specification
Education and qualifications
Essential
- English and mathematics GCSE or equivalent
- Educated to A level, NVQ 3 or equivalent experience
Experience
Essential
- Proven experience of dealing with complex telephone calls
- Demonstrable experience of working in an administrative role in a busy environment
- Experience of working with management and the general public
- Experience of working in a team
- Experience of working within customer-driven service
- Experience of using Cerner, Lilie or other relevant Trust systems
- Communicating with members of the public
Desirable
- Experience of NHS acute Outpatient processes, medical records, waiting list management
Skills and knowledge
Essential
- Excellent oral and written communication skills
- Has a flexible approach to work and able to use own initiative
- Able to demonstrate sensitivity and empathy, particularly in difficult situations
- Competent working knowledge of windows based computer systems
- Good organisational skills in order to plan and priorities workload
- Knowledge of filing systems and ability to file accurately and pay attention to detail
- Willing to learn new systems
- Able to deal with conflict management and problem solving
Desirable
- Qualification in Management such as First Line Managers up to certificate level
Person Specification
Education and qualifications
Essential
- English and mathematics GCSE or equivalent
- Educated to A level, NVQ 3 or equivalent experience
Experience
Essential
- Proven experience of dealing with complex telephone calls
- Demonstrable experience of working in an administrative role in a busy environment
- Experience of working with management and the general public
- Experience of working in a team
- Experience of working within customer-driven service
- Experience of using Cerner, Lilie or other relevant Trust systems
- Communicating with members of the public
Desirable
- Experience of NHS acute Outpatient processes, medical records, waiting list management
Skills and knowledge
Essential
- Excellent oral and written communication skills
- Has a flexible approach to work and able to use own initiative
- Able to demonstrate sensitivity and empathy, particularly in difficult situations
- Competent working knowledge of windows based computer systems
- Good organisational skills in order to plan and priorities workload
- Knowledge of filing systems and ability to file accurately and pay attention to detail
- Willing to learn new systems
- Able to deal with conflict management and problem solving
Desirable
- Qualification in Management such as First Line Managers up to certificate level
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.