Job summary
To provide an efficient, confidential and professional support secretarial service to rheumatology team based at Gloucester Royal Hospital. This role will include the administration of specific clinics for the rheumatology team along with other secretarial duties to support the wider team. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of a Secretarial and Administrative Support Team and will report to the Secretary Supervisor.
The proposed interview date is 24th October
Main duties of the job
- Providing a comprehensive secretarial and administrative service to the medical staff and their supporting team.
- Providing cover for colleagues in their absence to maintain service levels
- 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
- Carrying out regular review and administrative validation of the clinician's return outpatient wait list
- 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 cancellations/alterations are dealt with efficiently and in line with the Trust's 8 week annual/study leave policy.
About us
This role will involve working with all members of the rheumatology team. The team is a growing speciality and this role is vital to the professional expansion on of the team. The successful candidate will be part of a professional and supportive working environment .
Job description
Job responsibilities
Referrals, Booking and Clinic Prep
- Managing clinics i.e. cancelling for annual leave and ensuring that any empty slots are utilised.
- Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence
- Liaising with clinic prep to ensure notes are requested/available for patient appointments
- Liaising with the Booking Office, to maximise capacity
- Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner
Outcomes and Results
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc
Admissions/Procedures
- 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 arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner
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
- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.
- Supporting consultant staff by assisting with the production/transcription of medical notes
- Proof reading or typing of correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts.
- Take and transcribe minutes as appropriate
- Supporting consultant staff with their additional responsibilities.
- Liaising with external organisations for the benefit and progress of patient care, such as other hospitals, etc
- Provide direct support as directed
Service Improvement
- Using speciality databases for recording patient information/clinic activity for audit purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.
Job description
Job responsibilities
Referrals, Booking and Clinic Prep
- Managing clinics i.e. cancelling for annual leave and ensuring that any empty slots are utilised.
- Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence
- Liaising with clinic prep to ensure notes are requested/available for patient appointments
- Liaising with the Booking Office, to maximise capacity
- Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner
Outcomes and Results
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc
Admissions/Procedures
- 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 arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner
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
- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.
- Supporting consultant staff by assisting with the production/transcription of medical notes
- Proof reading or typing of correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts.
- Take and transcribe minutes as appropriate
- Supporting consultant staff with their additional responsibilities.
- Liaising with external organisations for the benefit and progress of patient care, such as other hospitals, etc
- Provide direct support as directed
Service Improvement
- Using speciality databases for recording patient information/clinic activity for audit purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- RSA Level three/Speed typing qualification or demonstrable experience (min 60 wpm)
- NVQ in Administration level 3 Computer literate in Microsoft Office packages
Knowledge and Experience
Essential
- Appropriate experience in a hospital or office environment
- Previous secretarial experience
- Accurate audio typing
- Understanding and previous experience in medical terminology
- Knowledge and awareness of health and safety issues, risk management, and data protection act
Skills
Essential
- Good command and understanding of English, punctuation and grammar
- Flexible team worker
- Motivated and innovative
- Good communication and social skills
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- RSA Level three/Speed typing qualification or demonstrable experience (min 60 wpm)
- NVQ in Administration level 3 Computer literate in Microsoft Office packages
Knowledge and Experience
Essential
- Appropriate experience in a hospital or office environment
- Previous secretarial experience
- Accurate audio typing
- Understanding and previous experience in medical terminology
- Knowledge and awareness of health and safety issues, risk management, and data protection act
Skills
Essential
- Good command and understanding of English, punctuation and grammar
- Flexible team worker
- Motivated and innovative
- Good communication and social skills
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
