Job summary
Clinical Endoscopist Team Secretary, Band 3 (22.5 hours a week)
An exciting opportunity has arisen for a Clinical Endoscopist Secretary within the Medicine Division at GHNHSFT.
Candidates should have proven experience in an administration role demonstrating insight and the ability to think autonomously, act on own initiative and motivate others. Candidates will be expected to work across both sites of the Trust - there is a free hospital bus for employees available.
Within the Trust we provide acute hospital services from two large district general hospitals, Cheltenham General Hospital and Gloucestershire Royal Hospital. Maternity Services are also provided at Stroud Maternity Hospital. We remain the major provider of secondary care services in the area and analysis shows that for Gloucestershire we are the leading acute healthcare provider by a significant margin.
Main duties of the job
- To provide full secretarial and administrative support to the Clinical Endoscopist team.
-Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians.
-Regularly informing the secretarial supervisor about progress and flags up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
-Ensuring incoming post and results is sorted, any appropriate action taken and passed to the relevant team member on a daily basis
-Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts
-Typing detailed medical reports when necessary
About us
You will be joining a friendly administration team within the Gastroenterology speciality and support a team of seven Clinical Endoscopists.
Working here, you will benefit from the support of an experienced, friendly and enthusiastic team committed to providing brilliant administrative support.
The post holder will be working closely with the Endoscopy and Gastroenterology clinical and administration teams together with the General Medicine Management team.
Job description
Job responsibilities
- Providing a comprehensive secretarial and administrative service to the Clinical Endoscopist team.
- Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians.
- Ensuring all clinics are used to their full capacity and that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity
- Regularly informing the secretarial supervisor about progress and flags up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Managing the pathway for patients referred in under the two-week wait ensuring they are monitored to minimise/avoid breach
- Supporting the achievement of Trust performance by ensuring administrative standards are met e.g. typing times, test results passed to clinician and any potential 52 week breaches are escalated to the clinician, secretarial supervisor or AGM/DGM to avoid breach.
- Ensuring all clinic and endoscopy list cancellations/alterations are dealt with efficiently and in line with the Trusts 8 week annual/study leave policy.
- Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition
- Typing detailed medical reports when necessary
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc.
- Ensuring incoming post and results is sorted, any appropriate action taken and passed to the relevant team member on a daily basis
- If appropriate to the role, booking follow-up appointments as requested by the clinical team, including negotiation of dates with the patient and creating correspondence
- Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate
Please see attached Job Description for more information.
Job description
Job responsibilities
- Providing a comprehensive secretarial and administrative service to the Clinical Endoscopist team.
- Ensuring excellent communication is provided to patients, relatives, general practitioners and other hospital staff to ensure a proficient, high-quality service for patients and clinicians.
- Ensuring all clinics are used to their full capacity and that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity
- Regularly informing the secretarial supervisor about progress and flags up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Managing the pathway for patients referred in under the two-week wait ensuring they are monitored to minimise/avoid breach
- Supporting the achievement of Trust performance by ensuring administrative standards are met e.g. typing times, test results passed to clinician and any potential 52 week breaches are escalated to the clinician, secretarial supervisor or AGM/DGM to avoid breach.
- Ensuring all clinic and endoscopy list cancellations/alterations are dealt with efficiently and in line with the Trusts 8 week annual/study leave policy.
- Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition
- Typing detailed medical reports when necessary
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc.
- Ensuring incoming post and results is sorted, any appropriate action taken and passed to the relevant team member on a daily basis
- If appropriate to the role, booking follow-up appointments as requested by the clinical team, including negotiation of dates with the patient and creating correspondence
- Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate
Please see attached Job Description for more information.
Person Specification
Qualifications and Experience
Essential
- Educated to GCSE grade C or above (or equivalent) for English and Maths
- Proven experience in an administration role demonstrating insight and the ability to motivate others.
- Experience of being a secretary
- Knowledge and experience of Microsoft Office packages including Word, Outlook and Excel and good IT ability to ensure proficient use of hospital computer systems
- Enhanced IT skills
- Good organisational and communication skills
- Experience of diary management
Desirable
- Able to use Trust IT systems
- To utilise procurement systems for the Division
- Experience of minute taking
Person Specification
Qualifications and Experience
Essential
- Educated to GCSE grade C or above (or equivalent) for English and Maths
- Proven experience in an administration role demonstrating insight and the ability to motivate others.
- Experience of being a secretary
- Knowledge and experience of Microsoft Office packages including Word, Outlook and Excel and good IT ability to ensure proficient use of hospital computer systems
- Enhanced IT skills
- Good organisational and communication skills
- Experience of diary management
Desirable
- Able to use Trust IT systems
- To utilise procurement systems for the Division
- Experience of minute taking
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.
