Job summary
This is an exciting opportunity to join our audiology team as a Secretary. You will be responsible for managing the office, carrying out administrative duties and ensuring the smooth running of administrative processes within the service including arranging calibration of equipment, clinic booking, liaising with families and other professionals and other tasks required by the children's audiology service.
A Standard DBS will be obtained during pre-employment checks.This vacancy may close early if sufficient applications are received.
This is a permanent part time post (32 hours) working across Monday to Friday. Departmental service hours are 0830 to 1630 with some weekends and evenings on occasion. Working pattern can be discussed at interview.
Main duties of the job
- To provide administrative and clerical support to the audiology clinics and associated health professionals;
- To provide a customer focused service to the users of the clinics;
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
Job description
Job responsibilities
Duties and Responsibilities
- To provide a front line service for all service user enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. These enquiries may require the job holder to have extensive knowledge of the clinical services they support. Liaising with internal services and partner agencies when necessary.
- To be responsible for maintaining, developing and managing all aspects of secretarial support clinically and/or administratively;
- The management of the patient booking system to include building of clinic sessions, management of waiting lists and breaches, data cleansing;
- To act as the Super user for the patient electronic computer system;
- To ensure that appropriate levels of identified stock and lower level clinical equipment are requisitioned on the Purchase Ordering system;
- To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys;
- To deal with all internal/external mail and redistribution to relevant department;
- To accept deliveries and ensure these are dealt with promptly;
- To ensure vaccine deliveries are stored in accordance with the Immunisation policy where appropriate;
- To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy;
- To copy type/audio type medical reports which will contain medical/clinical terminology and general correspondence as indicated;
- To report any faults, defects or building defects to the CAFM Helpdesk;
- To maintain appropriate levels of identified stock and lower level clinical equipment; to place requisitions onto the Purchase Ordering system;
- To undertake Fire Warden and First aid duties as required to ensure legislative compliance.
- To manage/ book clinic and meeting rooms within the premises and keep room availability updated as appropriate;
- To manage, update and maintain clinical diaries as requested;
- To carry out inductions for all new members of staff and service users who may work within the postholders clinic location ie that includes fire procedures, facilities of the building and general rules and procedures within that location;
- To communicate verbally and in writing with multi agency services regarding information which may be sensitive and possibly highly distressing which might be of a legal nature;
- To arrange meetings between staff as directed, take notes and distribute the meeting notes to parties concerned.
- To assist with research and audit activity using a variety of audit tools including the internet.
- To coordinate information received from external partners eg A&E reports
- To edit/format legal documents.
Job description
Job responsibilities
Duties and Responsibilities
- To provide a front line service for all service user enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. These enquiries may require the job holder to have extensive knowledge of the clinical services they support. Liaising with internal services and partner agencies when necessary.
- To be responsible for maintaining, developing and managing all aspects of secretarial support clinically and/or administratively;
- The management of the patient booking system to include building of clinic sessions, management of waiting lists and breaches, data cleansing;
- To act as the Super user for the patient electronic computer system;
- To ensure that appropriate levels of identified stock and lower level clinical equipment are requisitioned on the Purchase Ordering system;
- To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys;
- To deal with all internal/external mail and redistribution to relevant department;
- To accept deliveries and ensure these are dealt with promptly;
- To ensure vaccine deliveries are stored in accordance with the Immunisation policy where appropriate;
- To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy;
- To copy type/audio type medical reports which will contain medical/clinical terminology and general correspondence as indicated;
- To report any faults, defects or building defects to the CAFM Helpdesk;
- To maintain appropriate levels of identified stock and lower level clinical equipment; to place requisitions onto the Purchase Ordering system;
- To undertake Fire Warden and First aid duties as required to ensure legislative compliance.
- To manage/ book clinic and meeting rooms within the premises and keep room availability updated as appropriate;
- To manage, update and maintain clinical diaries as requested;
- To carry out inductions for all new members of staff and service users who may work within the postholders clinic location ie that includes fire procedures, facilities of the building and general rules and procedures within that location;
- To communicate verbally and in writing with multi agency services regarding information which may be sensitive and possibly highly distressing which might be of a legal nature;
- To arrange meetings between staff as directed, take notes and distribute the meeting notes to parties concerned.
- To assist with research and audit activity using a variety of audit tools including the internet.
- To coordinate information received from external partners eg A&E reports
- To edit/format legal documents.
Person Specification
Qualifications
Essential
- GCSE level qualifications including English and Maths or equivalent experience
- Typing qualification or equivalent experience
Desirable
- NVQ in Business Administration or Customer Care
Experience
Essential
- Experience of working as part of a team
- Experience in dealing with the public
- Experience in working effectively without supervision
- Audio typing experience
Desirable
- Previous NHS experience
- Experience of NHS computer systems including Auditbase
Skills
Essential
- Excellent telephone manner and interpersonal skills
- Demonstrate the ability to work effectively without supervision
- Ability to work calmly and methodically when under pressure from busy caseloads
- Ability to work as part of a multi-disciplinary team
- Ability to communicate well with parents, patients and staff, both in writing and verbally
- Demonstrate the ability to deal sympathetically and sensitively with people
- Ability to manage staff
- Good numerical skills for compilation of statistics
- Good typing skills
- Able to maintain hospital records and collect relevant data effectively
Desirable
- Proven ability to manage and prioritise under pressure
Knowledge
Essential
- Good knowledge of Microsoft Office package
- Demonstrate an understanding of the importance of confidentiality in dealing with patient's details and work in a confidential manner.
Desirable
- Deaf awareness.
- An understanding of primary and community healthcare service.
Additional
Essential
- The ability to travel independently across the Trust
- The ability to work flexibly in accordance with service needs, which may include weekend and evening working.
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
Desirable
- Experience of working with children
Person Specification
Qualifications
Essential
- GCSE level qualifications including English and Maths or equivalent experience
- Typing qualification or equivalent experience
Desirable
- NVQ in Business Administration or Customer Care
Experience
Essential
- Experience of working as part of a team
- Experience in dealing with the public
- Experience in working effectively without supervision
- Audio typing experience
Desirable
- Previous NHS experience
- Experience of NHS computer systems including Auditbase
Skills
Essential
- Excellent telephone manner and interpersonal skills
- Demonstrate the ability to work effectively without supervision
- Ability to work calmly and methodically when under pressure from busy caseloads
- Ability to work as part of a multi-disciplinary team
- Ability to communicate well with parents, patients and staff, both in writing and verbally
- Demonstrate the ability to deal sympathetically and sensitively with people
- Ability to manage staff
- Good numerical skills for compilation of statistics
- Good typing skills
- Able to maintain hospital records and collect relevant data effectively
Desirable
- Proven ability to manage and prioritise under pressure
Knowledge
Essential
- Good knowledge of Microsoft Office package
- Demonstrate an understanding of the importance of confidentiality in dealing with patient's details and work in a confidential manner.
Desirable
- Deaf awareness.
- An understanding of primary and community healthcare service.
Additional
Essential
- The ability to travel independently across the Trust
- The ability to work flexibly in accordance with service needs, which may include weekend and evening working.
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
Desirable
- Experience of working with children
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).
Employer details
Employer name
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Platt Bridge Health Centre
Rivington Avenue
Platt Bridge
WN2 5NG
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
