Job summary
We are looking for a Support Secretary to join our friendly and passionate admin team. The post will be a hybrid role between the Oral/Maxillofacial and the Ear, Nose and Throat department, based at Worcester hospital, although flexibility to work across site will be expected.
The Oral/Maxillofacial and Ear, Nose and Throat services are an innovative specialty, and provide outpatient and surgical services to patients across Worcestershire, and beyond.
We can offer you an interesting and rewarding post that delivers a comprehensive administrative service to our Oral/Maxillofacial/Ear, Nose and Throat patients and clinical team, which will include appointment booking, typing clinic letters and monitoring of waiting lists. If you have the skills, and would like to join our team, we would love to hear from you.
Main duties of the job
This secretarial and administration role, is part of a team, which provides a comprehensive service to both the patients and clinical team for the Oral/Maxillofacial/Ear, Nose and Throat specialties. These services provide care and treatment for patients with Head & Neck related conditions. Therefore, this role requires professionalism, good communication skills, adaptability, and great attention to detail.
The duties are varied, and in addition to the traditional secretarial role, providing letter transcription, monitoring of waiting lists, preparing clinic documentation, answering incoming telephone calls, and providing clerical support to the clinical teams .
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 over 7,000 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 provide administrative assistance and secretarial support to the Consultants and Senior medical
staff.
To prioritise workload as appropriate and to familiarize his / herself with all aspects of office
procedures in order to facilitate the day to day running of the office.
To type Oral/Maxillofacial/Ear, Nose and Throat clinical staff correspondence, e.g. transcribe digital dictation.
To generate operation notes and letters, discharge summaries and other official correspondence,
including self-generated non-routine correspondence if required.
To deal with day-to-day incoming mail according to the office policy, assigning priority and/or taking
any necessary action without reference to consultant staff if necessary.
To input information on to computer systems as required.
To assist in the management of waiting lists by :-Ensuring that patient details are entered correctly onto waiting lists. Liaising with admissions office staff to ensure patients are sent for to come into hospital. Ensuring information on the OASIS patient administration system is up to date at all times. Ensuring medical records are made available to the relevant departments.
To assist with the validation of patients awaiting outpatient and inpatient attendance.
To be familiar with the requirement for the recording of patient details in relation to the 18 week
pathway.
To be familiar with the National and Local 18 week initiative / objectives / requirements.
To maintain patients records and track notes electronically in a manner acceptable to the trust.
To ensure that patients case notes are maintained in good order, including appropriate filing of
results and correspondence.
To be responsible for the monitoring of investigation dates and results and bringing these to the
attention of the relevant Consultant.
To observe absolute confidentiality of all information obtained in the course of your work.
To participate in the collection and transmission of information to enable the Directorate to meet its
objectives.
To familiarize his / herself with the Trust Information Systems and any changes in the facility of the
systems.
To undertake any other duties as required by the Directorate Support Manager in accordance with
the needs of the service.
Job description
Job responsibilities
To provide administrative assistance and secretarial support to the Consultants and Senior medical
staff.
To prioritise workload as appropriate and to familiarize his / herself with all aspects of office
procedures in order to facilitate the day to day running of the office.
To type Oral/Maxillofacial/Ear, Nose and Throat clinical staff correspondence, e.g. transcribe digital dictation.
To generate operation notes and letters, discharge summaries and other official correspondence,
including self-generated non-routine correspondence if required.
To deal with day-to-day incoming mail according to the office policy, assigning priority and/or taking
any necessary action without reference to consultant staff if necessary.
To input information on to computer systems as required.
To assist in the management of waiting lists by :-Ensuring that patient details are entered correctly onto waiting lists. Liaising with admissions office staff to ensure patients are sent for to come into hospital. Ensuring information on the OASIS patient administration system is up to date at all times. Ensuring medical records are made available to the relevant departments.
To assist with the validation of patients awaiting outpatient and inpatient attendance.
To be familiar with the requirement for the recording of patient details in relation to the 18 week
pathway.
To be familiar with the National and Local 18 week initiative / objectives / requirements.
To maintain patients records and track notes electronically in a manner acceptable to the trust.
To ensure that patients case notes are maintained in good order, including appropriate filing of
results and correspondence.
To be responsible for the monitoring of investigation dates and results and bringing these to the
attention of the relevant Consultant.
To observe absolute confidentiality of all information obtained in the course of your work.
To participate in the collection and transmission of information to enable the Directorate to meet its
objectives.
To familiarize his / herself with the Trust Information Systems and any changes in the facility of the
systems.
To undertake any other duties as required by the Directorate Support Manager in accordance with
the needs of the service.
Person Specification
Qualifications
Essential
- Typewriting / word processing RSA Level 2 or equivalent
- GCSE English and Maths at Grade C or above, or equivalent
Desirable
- AMSPAR qualification or working towards
- AMSPAR medical terminology qualification
Experience
Essential
- Previous medical secretarial / hospital experience
- Previous experience working in a busy office
- Previous experience of dealing with members of the public
Desirable
- Knowledge of NHS systems
- Working knowledge of Oasis / PAS / Bluespier / CLIP
Knowledge and Skills
Essential
- Self-reliant, ability to work independently and as part of a team
- Good computer skills
- Working knowledge of Microsoft Office
- Good telephone skills
- Excellent verbal and written communication skills
- Good organisational skills
Desirable
- Knowledge of NHS systems
- Working knowledge of Oasis / PAS / Bluespier / CLIP
Personal Qualities
Essential
- Able to work in demanding conditions where there is a high volume of activity
- Accurate and attention to detail
- Willingness to work with team members to help develop office and communication systems in conjunction with evolving working practices
Other Job Requirements
Essential
- Adaptable / Flexible
- Able to prioritise workloads
- Willing to work flexible hour
Person Specification
Qualifications
Essential
- Typewriting / word processing RSA Level 2 or equivalent
- GCSE English and Maths at Grade C or above, or equivalent
Desirable
- AMSPAR qualification or working towards
- AMSPAR medical terminology qualification
Experience
Essential
- Previous medical secretarial / hospital experience
- Previous experience working in a busy office
- Previous experience of dealing with members of the public
Desirable
- Knowledge of NHS systems
- Working knowledge of Oasis / PAS / Bluespier / CLIP
Knowledge and Skills
Essential
- Self-reliant, ability to work independently and as part of a team
- Good computer skills
- Working knowledge of Microsoft Office
- Good telephone skills
- Excellent verbal and written communication skills
- Good organisational skills
Desirable
- Knowledge of NHS systems
- Working knowledge of Oasis / PAS / Bluespier / CLIP
Personal Qualities
Essential
- Able to work in demanding conditions where there is a high volume of activity
- Accurate and attention to detail
- Willingness to work with team members to help develop office and communication systems in conjunction with evolving working practices
Other Job Requirements
Essential
- Adaptable / Flexible
- Able to prioritise workloads
- Willing to work flexible hour
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.
