Job summary
Provide a comprehensive secretarial and administrative support service to clinicians and their associated staff, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all patient related information, including clinic letters, reports, referrals, appointments etc.Ensure that all work tasks are carried out to a high standard of quality which meets all departmental and organisations' requirements for information governance, data protection and confidentialityOrganise and plan own time, prioritising workload to ensure that all service requirements and priorities are met.
*Please note this vacancy may close early if sufficient applications are received*
Main duties of the job
Adhere to organisational targets relating to typing targets, waiting lists, patient referrals, elective admissions using appropriate technology.
Maintain the electronic diaries of clinicians, organising meetings, study leave, annual leave, etc, using appropriate technology.
Oversee clinic lists, ensuring that clinics are cancelled when consultants are not available, seeking agreement from clinicians to make amendments to clinic lists (i.e. cancelling and overbooking patients) and amending clinician's rotas where appropriate.
Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion.
Organise and oversee the referral of patients to other departments/hospitals for further treatment/investigations/appointments in accordance with clinician's instructions.
This role is supporting consultants/clinicians in the Respiratory Department based at UHNT.
This role is a job share - working days to be confirmed at interview
About us
At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.
We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.
We recruit for values and "Together we are North Tees & Hartlepool"
Job description
Job responsibilities
Provide a comprehensive secretarial and administrative support service to clinicians and their associated staff, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all patient related information, including clinic letters, reports, referrals, appointments etc.
Ensure that all work tasks are carried out to a high standard of quality which meets all departmental and organisations requirements for information governance, data protection and confidentiality.
Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met
Adhere to organisational targets relating to waiting lists, patient referrals, elective admissions etc
Taking and typing minutes of meetings and typing of complex documents, discharges, clinic letters, reports, etc for clinicians using appropriate technologies.
Maintain the electronic diaries of clinicians, organising meetings, study leave, annual leave, etc, using appropriate technology.
Oversee clinic lists, ensuring that clinics are cancelled when consultants are not available, seeking agreement from clinicians to make amendments to clinic lists (i.e. cancelling and overbooking patients) and amending clinicians rotas where appropriate.
Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion, taking accurate written messages and passing
Deal with complex incoming post bringing information to the attention of clinicians and processing as directed.
Establish and maintain an effective file and bring forward system for work related documentation to facilitate the timely processing of results, responses, information, correspondence and documents.
Organise and oversee the arrangements for chasing investigation reports, and bringing the results of key importance or abnormality to the relevant clinician.
Organising the processing of investigation results of key importance or abnormality in accordance with clinicians instructions and the filing of reports in case notes in a timely manner.
Organise and oversee the referral of patients to other departments/hospitals for further treatment/investigations/appointments in accordance with clinicians instructions.
Be proactive in the development of administrative services to support clinical activity and assist in the continuous assessment and review of administrative working practices and procedures.
Assist in the day to day supervision of support staff under the direction of the Admin Team Leader, ensuring that an effective and efficient service is maintained.
Assist in the appraisal process and training and development of support staff in their work area by giving appropriate feedback to Admin Team Leaders.
Assist in the promotion of a healthy, safe and secure working environment for the work team.
Assist the Admin Team Leader in ensuring that appropriate resources are available within the work area e.g., stationery stocks, equipment etc.
Any other ad-hoc duties as and when required in line with operational and service needs.
Job description
Job responsibilities
Provide a comprehensive secretarial and administrative support service to clinicians and their associated staff, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all patient related information, including clinic letters, reports, referrals, appointments etc.
Ensure that all work tasks are carried out to a high standard of quality which meets all departmental and organisations requirements for information governance, data protection and confidentiality.
Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met
Adhere to organisational targets relating to waiting lists, patient referrals, elective admissions etc
Taking and typing minutes of meetings and typing of complex documents, discharges, clinic letters, reports, etc for clinicians using appropriate technologies.
Maintain the electronic diaries of clinicians, organising meetings, study leave, annual leave, etc, using appropriate technology.
Oversee clinic lists, ensuring that clinics are cancelled when consultants are not available, seeking agreement from clinicians to make amendments to clinic lists (i.e. cancelling and overbooking patients) and amending clinicians rotas where appropriate.
Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion, taking accurate written messages and passing
Deal with complex incoming post bringing information to the attention of clinicians and processing as directed.
Establish and maintain an effective file and bring forward system for work related documentation to facilitate the timely processing of results, responses, information, correspondence and documents.
Organise and oversee the arrangements for chasing investigation reports, and bringing the results of key importance or abnormality to the relevant clinician.
Organising the processing of investigation results of key importance or abnormality in accordance with clinicians instructions and the filing of reports in case notes in a timely manner.
Organise and oversee the referral of patients to other departments/hospitals for further treatment/investigations/appointments in accordance with clinicians instructions.
Be proactive in the development of administrative services to support clinical activity and assist in the continuous assessment and review of administrative working practices and procedures.
Assist in the day to day supervision of support staff under the direction of the Admin Team Leader, ensuring that an effective and efficient service is maintained.
Assist in the appraisal process and training and development of support staff in their work area by giving appropriate feedback to Admin Team Leaders.
Assist in the promotion of a healthy, safe and secure working environment for the work team.
Assist the Admin Team Leader in ensuring that appropriate resources are available within the work area e.g., stationery stocks, equipment etc.
Any other ad-hoc duties as and when required in line with operational and service needs.
Person Specification
Qualifications
Essential
- GCSE at grade C or above in Mathematics Key Skills at level 2 in Numeracy (or equivalent)
- GCSE at grade C or above in English Language, or Key Skills at level 2 in Literacy (or equivalent)
- Typing or word processing qualification at RSA II (or equivalent)
- AMSPAR Advanced Diploma for Medical Secretaries - Level 3 qualification (or equi
- Medical Terminology qualification
- Experience of Audio Dictation
Desirable
- RSA III or equivalent typing qualification
- IT qualification (ITQ at level 2 or equivalent)
- Previous Medical Secretarial experience
Person Specification
Qualifications
Essential
- GCSE at grade C or above in Mathematics Key Skills at level 2 in Numeracy (or equivalent)
- GCSE at grade C or above in English Language, or Key Skills at level 2 in Literacy (or equivalent)
- Typing or word processing qualification at RSA II (or equivalent)
- AMSPAR Advanced Diploma for Medical Secretaries - Level 3 qualification (or equi
- Medical Terminology qualification
- Experience of Audio Dictation
Desirable
- RSA III or equivalent typing qualification
- IT qualification (ITQ at level 2 or equivalent)
- Previous Medical Secretarial experience
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).
