Job summary
We are looking for a Support Secretary/Booking Coordinator (in a hybrid role), to join our friendly and passionate admin team, supporting the Worcestershire Dermatology Team.
Worcestershire Dermatology 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 Dermatology 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 Dermatology specialty. The Dermatology service provides care and treatment for patients with skin-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, include appointment booking, 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 ensure patients are added to the inpatient waiting list correctly and all relevant fields are completed
correctly
To ensure patients are booked for their skin surgery procedures following Trust policies and processes
within the agreed clinical priority and that written communication is immediately sent
To action changes to individual appointments whilst ensuring that patients are seen within the agreed
clinical priority and that written confirmation is immediately sent
To telephone patients, often at short notice, to offer them dates for their procedures or cancel their
procedures as required
To ensure adherence to the Trusts Patient Access policy when arranging patient treatment.
To ensure that letter, telephone and face to face communication with patients, colleagues and
managers is professional, timely and in line with Trust policies and procedures
To respond to any queries and complaints from patients, managers or clinicians ensuring that any
serious issues are escalated to the appropriate manager
To liaise with medical secretaries, clinicians, directorate staff, GPs and administrative staff regarding
bookings and waiting times
To respond to enquiries from GPs, other Health Service personnel, patients and relatives
To ensure all policies and procedures are adhered to and training undertaken as required
To ensure that general administrative work associated with booking procedures and waiting lists is
undertaken according to the expected medical records standards
To type Dermatology 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 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 be responsible for the monitoring of investigation dates and results and bringing these to the attention of the relevant consultant.
To undertake any other duties as may be required as appropriate by the Consultant or the Directorate
Management Team in accordance to the needs of the service.
Job description
Job responsibilities
To ensure patients are added to the inpatient waiting list correctly and all relevant fields are completed
correctly
To ensure patients are booked for their skin surgery procedures following Trust policies and processes
within the agreed clinical priority and that written communication is immediately sent
To action changes to individual appointments whilst ensuring that patients are seen within the agreed
clinical priority and that written confirmation is immediately sent
To telephone patients, often at short notice, to offer them dates for their procedures or cancel their
procedures as required
To ensure adherence to the Trusts Patient Access policy when arranging patient treatment.
To ensure that letter, telephone and face to face communication with patients, colleagues and
managers is professional, timely and in line with Trust policies and procedures
To respond to any queries and complaints from patients, managers or clinicians ensuring that any
serious issues are escalated to the appropriate manager
To liaise with medical secretaries, clinicians, directorate staff, GPs and administrative staff regarding
bookings and waiting times
To respond to enquiries from GPs, other Health Service personnel, patients and relatives
To ensure all policies and procedures are adhered to and training undertaken as required
To ensure that general administrative work associated with booking procedures and waiting lists is
undertaken according to the expected medical records standards
To type Dermatology 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 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 be responsible for the monitoring of investigation dates and results and bringing these to the attention of the relevant consultant.
To undertake any other duties as may be required as appropriate by the Consultant or the Directorate
Management Team in accordance to the needs of the service.
Person Specification
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
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
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
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
Person Specification
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
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
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
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
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.
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.
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).