Support Medical Secretary Ophthalmology

Worcestershire Acute Hospitals NHS Trust

Information:

This job is now closed

Job summary

We are looking for a Support Secretary, to join our friendly and passionate admin team, supporting the Worcestershire Retinal Team

Worcestershire Ophthalmology Services are an innovative Specialty, and provide Outpatient, Emergency, and Surgical services to patients across Worcestershire, and beyond.

We can offer you an interesting and rewarding post, within a specialty that has a family vibe. The role delivers a comprehensive administrative service to our Ophthalmic patients and clinical team, which will include appointment booking, 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

Located in Kidderminster Hospital, this secretarial and administration role, is part of a team, which provides a comprehensive service to both the patients and clinical team for the Retinal specialty. The retinal service provides care and treatment for patients with sight threatening 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 .

The eye unit is very teamwork orientated. It is a busy, but very supportive environment, that requires professionalism, good communication skills, and adaptability.

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.

Date posted

30 August 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 a year

Contract

Secondment

Duration

8 months

Working pattern

Full-time, Job share, Flexible working, Home or remote working

Reference number

C9365-24-2821

Job locations

Kidderminster General Hospital

Bewdley Road

Kidderminster

Worcestershire

DY11 6RJ


Job description

Job responsibilities

Post Title: SUPPORT MEDICAL SECRETARY

Pay Band: Administrative & Clerical Band 3

Hours: 37.5

Contract: Fixed Term (Secondment)

Location / Department: Ophthalmology Department

Accountable to: Directorate Manager

Reports to: Office Manager, Directorate Support Officer,

Ref: 2821

Key Working Relationships:

Internal: Consultants, junior medical staff both inside and outside the department, other health professionals, nursing staff, administration staff, medical secretaries and receptionists. Management Team.

External: General Practitioners, other hospitals, patients and relatives, Opticians/Optometrists, Diabetic Retinopathy Screening Programme

Risk Assessment:

Works with display screen equipment for prolonged periods.

Works with audio translation machines

Involves manual handling activities

Job Purpose:

To provide an effective and efficient Support Medical Secretarial Service to the Countywide Ophthalmology Directorate, for Nurse Practioners, Consultants and Associate Specialists in relation to their clinical duties. ey/ General Duties:

1. To provide a personal assistant and support medical secretarial service to the senior Medical secretaries and Consultant and other medical staff in relation to their clinical duties.

2. Inform all relevant staff of reduced/cancelled clinics/theatre lists with regard to consultants and junior doctors planned or emergency absence.

3. To undertake medical audio/copy typing duties including outpatient letters to General Practitioners operation notes and letters, discharge summaries and other official correspondence, including self-generated non-routine correspondence if required.

4. To deal with day-to-day incoming mail, assigning priority and/or taking any necessary action without reference to consultant staff if necessary.

5. To make arrangements for appointments for patients/relatives and emergency visits as required.

6. To respond to enquiries from GPs, other Health Service personnel, patients and relatives

7. To provide statistical information for Consultants and the Directorate Management team as and when required.

8. To deal with administrative and secretarial aspects of Consultants management, educational and professional advisory commitments.

9. To participate in the collection and transmission of information to enable the Directorate to meet its objectives.

10. To participate in the use of IT and to provide IT support to colleagues.

11. Training/Supervision of temporary and new staff within the office.

12. To cover, as is practical, Medical Secretary colleagues

13. To abide by the Patient Access Policy and RTT Pathway targets.

14. Monitor stationary and order relevant stationery as and when necessary

Job description

Job responsibilities

Post Title: SUPPORT MEDICAL SECRETARY

Pay Band: Administrative & Clerical Band 3

Hours: 37.5

Contract: Fixed Term (Secondment)

Location / Department: Ophthalmology Department

Accountable to: Directorate Manager

Reports to: Office Manager, Directorate Support Officer,

Ref: 2821

Key Working Relationships:

Internal: Consultants, junior medical staff both inside and outside the department, other health professionals, nursing staff, administration staff, medical secretaries and receptionists. Management Team.

External: General Practitioners, other hospitals, patients and relatives, Opticians/Optometrists, Diabetic Retinopathy Screening Programme

Risk Assessment:

Works with display screen equipment for prolonged periods.

Works with audio translation machines

Involves manual handling activities

Job Purpose:

To provide an effective and efficient Support Medical Secretarial Service to the Countywide Ophthalmology Directorate, for Nurse Practioners, Consultants and Associate Specialists in relation to their clinical duties. ey/ General Duties:

1. To provide a personal assistant and support medical secretarial service to the senior Medical secretaries and Consultant and other medical staff in relation to their clinical duties.

2. Inform all relevant staff of reduced/cancelled clinics/theatre lists with regard to consultants and junior doctors planned or emergency absence.

3. To undertake medical audio/copy typing duties including outpatient letters to General Practitioners operation notes and letters, discharge summaries and other official correspondence, including self-generated non-routine correspondence if required.

4. To deal with day-to-day incoming mail, assigning priority and/or taking any necessary action without reference to consultant staff if necessary.

5. To make arrangements for appointments for patients/relatives and emergency visits as required.

6. To respond to enquiries from GPs, other Health Service personnel, patients and relatives

7. To provide statistical information for Consultants and the Directorate Management team as and when required.

8. To deal with administrative and secretarial aspects of Consultants management, educational and professional advisory commitments.

9. To participate in the collection and transmission of information to enable the Directorate to meet its objectives.

10. To participate in the use of IT and to provide IT support to colleagues.

11. Training/Supervision of temporary and new staff within the office.

12. To cover, as is practical, Medical Secretary colleagues

13. To abide by the Patient Access Policy and RTT Pathway targets.

14. Monitor stationary and order relevant stationery as and when necessary

Person Specification

Experience

Essential

  • Previous Medical Secretarial Experience
  • Experience working in a busy office
  • Experience working in a hospital environment
  • Previous experience of managing waiting lists

Desirable

  • Use of OASIS/AllSripts PAS System
  • Use of Bluespier and CLIP systems
  • Knowledge/Use of OpenEyes system

Qualifications

Essential

  • Typing/word processing of at least RSA Level 2 or equivalent
  • GCSE English & Maths or equivalent

Desirable

  • AMSPAR qualification

Knowledge and Skills

Essential

  • Booking hospital appointments
  • In-depth working knowledge of Microsoft Office
  • Medical Terminology knowledge
  • Knowledge of Patient Access Policy
  • Knowledge of 18wk RTT Targets/Pathways

Desirable

  • Previous experience in use of Digital Dictation Software
  • Knowledge of NHS computer systems
Person Specification

Experience

Essential

  • Previous Medical Secretarial Experience
  • Experience working in a busy office
  • Experience working in a hospital environment
  • Previous experience of managing waiting lists

Desirable

  • Use of OASIS/AllSripts PAS System
  • Use of Bluespier and CLIP systems
  • Knowledge/Use of OpenEyes system

Qualifications

Essential

  • Typing/word processing of at least RSA Level 2 or equivalent
  • GCSE English & Maths or equivalent

Desirable

  • AMSPAR qualification

Knowledge and Skills

Essential

  • Booking hospital appointments
  • In-depth working knowledge of Microsoft Office
  • Medical Terminology knowledge
  • Knowledge of Patient Access Policy
  • Knowledge of 18wk RTT Targets/Pathways

Desirable

  • Previous experience in use of Digital Dictation Software
  • Knowledge of NHS computer systems

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Kidderminster General Hospital

Bewdley Road

Kidderminster

Worcestershire

DY11 6RJ


Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)


Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Kidderminster General Hospital

Bewdley Road

Kidderminster

Worcestershire

DY11 6RJ


Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)


For questions about the job, contact:

Directorate Support Officer - Ophthalmology

Liliana Maior

liliana.maior@nhs.net

Date posted

30 August 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 a year

Contract

Secondment

Duration

8 months

Working pattern

Full-time, Job share, Flexible working, Home or remote working

Reference number

C9365-24-2821

Job locations

Kidderminster General Hospital

Bewdley Road

Kidderminster

Worcestershire

DY11 6RJ


Supporting documents

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