Job summary
The post holder will be responsible for the supervision and line management of a varied and efficient secretarial team who provide a typist and administration service to a specialist clinical team. The team consists of secretaries and administration staff.
The post holder will also provide an efficient, confidential and professional secretarial service to the Neurology consultants. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinician.
The post holder will be responsible for ensuring that the resource within the team is used appropriately to provide a full service to the clinical team. Building relationships with clinical colleagues is a key part of thisrole to understand the service and work together to deliver a high standard of administration and secretarial support.
The post holder will be responsible for the team achieving both the national and local targets related to typing and administration where relevant.
Main duties of the job
Key Responsibilities
- Line management/supervisory responsibility of non-clinical staff and responsibility for one Clinician.
- Identify and provide training, education and development of staff within the team.
- Oversee the quality and accuracy of administration tasks and typing standards.
- Creating a culture of positivity and collaborative working within the team.
- Ensuring diversity and inequalities are understood and supported within the team environment.
- 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
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.
As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeinginitiatives to support you.
Job description
Job responsibilities
- Maximising clinic capacity, ensuring all clinic appointments are used and highlighting capacity issuesto Waiting List Manager
- Co-ordinating the distribution of transcription throughout the secretarial team, ensuring all work isequally distributed
- All work, clinic typing, patient communication and medical and/or legal reports are completed withinnational and local target timeframes
- All work is to a high standard of accuracy
- Provide training for staff when targets and/or standards are not at the required levels
- Undertake transcription responsibilities when covering for team members during absences and/or annual leave
- Support the team when targets are not being met, this will include typing and administration duties
- Discuss transcription with new doctors on rotation, including induction to digital dictation systems and record storage
- Work with and resolve matters in relation to patients being booked via the central booking office
Please refer to the enclosed Job Description for an extensive list.
Job description
Job responsibilities
- Maximising clinic capacity, ensuring all clinic appointments are used and highlighting capacity issuesto Waiting List Manager
- Co-ordinating the distribution of transcription throughout the secretarial team, ensuring all work isequally distributed
- All work, clinic typing, patient communication and medical and/or legal reports are completed withinnational and local target timeframes
- All work is to a high standard of accuracy
- Provide training for staff when targets and/or standards are not at the required levels
- Undertake transcription responsibilities when covering for team members during absences and/or annual leave
- Support the team when targets are not being met, this will include typing and administration duties
- Discuss transcription with new doctors on rotation, including induction to digital dictation systems and record storage
- Work with and resolve matters in relation to patients being booked via the central booking office
Please refer to the enclosed Job Description for an extensive list.
Person Specification
Qualifications and Training
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 level three in administration or willingness to work towards formal management or leadership qualification
Experience
Essential
- Substantive experience of working in an admin secretarial role
- Extensive experience working in the NHS
Desirable
- Understanding and previous experience in medical terminology
Knowledge and Skills
Essential
- Able to prioritise own workload and that of others as appropriate
- Ability to concentrate where work pattern is unpredictable and there are frequent interruptions
Knowledge and Skills
Essential
- 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
- Good command and understanding of English, punctuation and grammar
- Able to effectively and appropriately escalate concerns to reduce risk and promote patient safety
- Self-motivated and able to work under own initiative
Person Specification
Qualifications and Training
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 level three in administration or willingness to work towards formal management or leadership qualification
Experience
Essential
- Substantive experience of working in an admin secretarial role
- Extensive experience working in the NHS
Desirable
- Understanding and previous experience in medical terminology
Knowledge and Skills
Essential
- Able to prioritise own workload and that of others as appropriate
- Ability to concentrate where work pattern is unpredictable and there are frequent interruptions
Knowledge and Skills
Essential
- 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
- Good command and understanding of English, punctuation and grammar
- Able to effectively and appropriately escalate concerns to reduce risk and promote patient safety
- Self-motivated and able to work under own initiative
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.
