Job summary
An exciting opportunity has arisen within the Women's and Children's Directorate
for a Support Secretary to work as part of the Gynaecology team. We are a
strong, proactive team who welcome innovation and adaptability within the
service.
The position is full time (37.5
hours) and the succesful applicant will be based atKidderminster Treatment Centre, however cross site cover may be necessary to Worcester Royal Hospital. We also offer some flexibility with home
working for a limited amount of days per week.
As well as being part of the busy department, you'll be
required to prioritise your own workload on a day-to-day basis. Excellent IT
and communication skills are essential for this role.
You will demonstrate excellent organisational skills,
must be flexible in approach, able to exercise initiative and demonstrate a
consistently high standard of professionalism, being aware of the need for
confidentiality and integrity. We would require a strong communicator and
dedicated team player.
We can offer you a friendly and supportive work
environment where your work is valued. If this sounds like the role for you
then apply now or email us to find out more.
Main duties of the job
Please refer to the main job description.
Job Purpose:
To provide a
full medical secretarial service and administrative support to the Band 4 and
Consultants of Gynaecology.
Key Duties:
Type
the necessary correspondence and/or documentation generated by a patients
passage through the hospital service and maintain patient notes pertinent to
these events.
Act
as a liaison between Consultant Teams and speciality-based groups of Consultant
Teams and the GP, the patient and other agencies involved to expedite the care
and treatment of patients as effectively as possible.
Undertake
office administration functions in relation to the clinical and management work
of consultant.
General Responsibilities:
To
take an active part in team meetings, sharing information and raising issues
relating to quality or areas for improvement, and suggesting possible
solutions.
To
order stationery and report faults with equipment
To
observe absolute confidentiality of all information obtained in the course of
your work
To
report any accident or untoward incidents or complaints.
To act always in a manner which will promote a good
image of the department.
To
undertake other duties commensurate with the post and grade as requested by the
Directorate Manager or Consultants within the constraints of the existing
workload.
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
- Best services for local people
- Best experience of care and best outcomes for our patients
- Best use of resources
- Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
To
deal with incoming mail and all the Consultants correspondence. Including
generating own correspondence as agreed with the Consultant
To
input information onto computers for clinical audit
To
type discharge summaries, clinic letters and any other official correspondence
including medical reports and complaint responses from audiotapes. To undertake copy typing as required.
To
arrange meetings and maintain the Consultants Diary
To
prepare material for meetings and training sessions as requested
To
attend meetings and take the minutes.
To
attend outpatient clinics with the Consultant if necessary
To
handle enquiries from patients, relatives, GPs, other hospitals, and
Consultants, initiating appropriate responses
To
process GP referral letters and arrange outpatient appointments and domiciliary
visits.
To support
and review the Patient Target List with Consultant and Band 4 to ensure that
patients are seen within the current National timescales and take
responsibility for initiating extra operating lists, seeking authorisation from
the Directorate Management team when necessary.
To
arrange for patients by supporting the Band 4 to put on the waiting lists and
make minor changes to the waiting list for subsequent approval by the
Consultant.
To
provide training and supervision for any apprentices, or temporary secretaries
allocated to the speciality.
To maintain
patients records in a manner acceptable to the Trust.
To
liaise with Health Records, Outpatients, Radiology, and other relevant internal
and external departments regarding patient care
To
ensure that Consultants absence is promptly communicated to all relevant
people and departments
To
ensure that cover is provided for other secretaries during periods of absence
through holiday or sickness.
Outpatient
appointments and waiting lists are computerised. The post holder will need to liaise with the
appropriate manager of the systems and comply will Trust policies.
Job description
Job responsibilities
To
deal with incoming mail and all the Consultants correspondence. Including
generating own correspondence as agreed with the Consultant
To
input information onto computers for clinical audit
To
type discharge summaries, clinic letters and any other official correspondence
including medical reports and complaint responses from audiotapes. To undertake copy typing as required.
To
arrange meetings and maintain the Consultants Diary
To
prepare material for meetings and training sessions as requested
To
attend meetings and take the minutes.
To
attend outpatient clinics with the Consultant if necessary
To
handle enquiries from patients, relatives, GPs, other hospitals, and
Consultants, initiating appropriate responses
To
process GP referral letters and arrange outpatient appointments and domiciliary
visits.
To support
and review the Patient Target List with Consultant and Band 4 to ensure that
patients are seen within the current National timescales and take
responsibility for initiating extra operating lists, seeking authorisation from
the Directorate Management team when necessary.
To
arrange for patients by supporting the Band 4 to put on the waiting lists and
make minor changes to the waiting list for subsequent approval by the
Consultant.
To
provide training and supervision for any apprentices, or temporary secretaries
allocated to the speciality.
To maintain
patients records in a manner acceptable to the Trust.
To
liaise with Health Records, Outpatients, Radiology, and other relevant internal
and external departments regarding patient care
To
ensure that Consultants absence is promptly communicated to all relevant
people and departments
To
ensure that cover is provided for other secretaries during periods of absence
through holiday or sickness.
Outpatient
appointments and waiting lists are computerised. The post holder will need to liaise with the
appropriate manager of the systems and comply will Trust policies.
Person Specification
Qualifications
Essential
- GCSE/CSE A-C Grade in English & Maths
Desirable
- RSA II Typing or Similar Typing Qualification.
- Desire to work towards Amspar Diploma or equivalent qualification.
Experience
Essential
- Previous administrative, secretarial, or clerical experience.
Desirable
- Experience of working within Obstetrics & Gynaecology.
- Understanding of NHS reporting requirements i.e..18 weeks RTT.
Skills and Knowledge
Essential
- Understanding and working knowledge of Microsoft Office Packages and IT systems.
- Strong telephone etiquette, courteous and respectful approach when communicating with patients, colleagues, and external parties.
- Excellent verbal and written communication skills.
- Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities.
- Escalates urgent issues promptly and efficiently.
Desirable
- Knowledge or familiarity with key NHS systems i.e., PAS, Bluespier, CLIP.
- Awareness of good Health & Safety Protocols.
- Experience in word processing, audio, copy typing skills.
Personal Qualities
Essential
- Able to work collaboratively as part of a team.
- Always demonstrates a high level of professionalism.
- Compassionate when dealing with patients and their families.
- Adaptable and flexible to everchanging situations.
Desirable
- Capable of working independently, taking initiative to handle tasks proactively.
Other Job Requirements
Essential
- Handles high pressured situations with composure and maintains a positive attitude.
- Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds.
- Must always maintain confidentiality when handling sensitive information and patient data.
Person Specification
Qualifications
Essential
- GCSE/CSE A-C Grade in English & Maths
Desirable
- RSA II Typing or Similar Typing Qualification.
- Desire to work towards Amspar Diploma or equivalent qualification.
Experience
Essential
- Previous administrative, secretarial, or clerical experience.
Desirable
- Experience of working within Obstetrics & Gynaecology.
- Understanding of NHS reporting requirements i.e..18 weeks RTT.
Skills and Knowledge
Essential
- Understanding and working knowledge of Microsoft Office Packages and IT systems.
- Strong telephone etiquette, courteous and respectful approach when communicating with patients, colleagues, and external parties.
- Excellent verbal and written communication skills.
- Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities.
- Escalates urgent issues promptly and efficiently.
Desirable
- Knowledge or familiarity with key NHS systems i.e., PAS, Bluespier, CLIP.
- Awareness of good Health & Safety Protocols.
- Experience in word processing, audio, copy typing skills.
Personal Qualities
Essential
- Able to work collaboratively as part of a team.
- Always demonstrates a high level of professionalism.
- Compassionate when dealing with patients and their families.
- Adaptable and flexible to everchanging situations.
Desirable
- Capable of working independently, taking initiative to handle tasks proactively.
Other Job Requirements
Essential
- Handles high pressured situations with composure and maintains a positive attitude.
- Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds.
- Must always maintain confidentiality when handling sensitive information and patient data.
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.
