Medical Neurology Secretary, Band 3

Job description

Job responsibilities

Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

Referrals and Booking

- Deal with enquiries by letter/e-mail/telephone from patients, GPs, other hospitals, police, solicitors (via legal department), other consultants and management

- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc.

- 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

- Escalating patient queries and results to the clinical team for clinical response and management

- Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork

- Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity

- Booking of translation services for patients when needed

Transcription

- 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

- Handling DVLA forms ensuring they are completed and sent as appropriate

-Take and transcribe minutes as appropriate

- To delegate tasks as appropriate to the band 2 Clerical Assistant

Specialty specific support

- Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc

-Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc

Service Improvement

- To ensure accurate recording of patient information/clinic activity for audit/survey purposes, and undertake regular audits of data to support service improvement and decision making within the department

- Diary management, including arranging appointments, booking meetings and venues, as requested by the clinical team supervisor

- Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.

- As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.

Team-working

- To work as part of an Administrative Support Team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards

- To cover colleagues during absences/annual/sick leave as directed by the secretary supervisor. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.

- Undertaking routine office duties including electronic note tracking, photocopying, faxing, filing of correspondence and results and maintenance of records in the absence of the band 2 clerical assistant.

- Assist in the training and induction for new and existing colleagues

- Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate

- Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.

Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

Person Specification

Qualifications

Essential

• Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
• IT experience of Microsoft Office packages

Desirable

• Typewriting / word processing RSA Level 3 or equivalent practical experience
• NVQ in Administration level 2

Experience

Essential

• Minimum 1 years' experience in a hospital or office environment

Desirable

• Experience of working as a secretary
• Understanding and previous experience in medical terminology

Knowledge/ Skills

Essential

• Able to prioritise own workload and that of others as appropriate
• Personally resilient and able to manage complexity and work in an ambiguous or changing environment
• Excellent presentational, communication and interpersonal skills
• IT capable to ensure proficient use of hospital computer systems
• Self-motivated and able to work under own initiative and prioritise workload

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.

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Gloucestershire Royal Hospital

Great Western Road

Gloucester

GL1 3NN

Employer's website

https://www.gloshospitals.nhs.uk/ (Opens in a new tab)