Job summary
This
vacancy is currently only open to Herefordshire and Worcestershire NHS staff
To provide an effective and efficient Personal and Medical Secretarial Service to clinical staff within the Urgent Care Division; primarily supporting Acute Medicine at Worcestershire Royal Hospital and to support when required at Alexandra Hospital. You will recognise your abilities and limitations to your competence and only carry out those tasks and duties for which you are trained. As a member of the team you will support the other staff, act in the best interest of patients and treat everyone with respect. As a Trust employee you will honour your work commitments, be reliable, trustworthy and uphold the values and beliefs of the Trust and the Skills for Health Code of Conduct.
Main duties of the job
To provide a personal assistant and medical secretarial service to Consultant Acute Physicians.
To undertake medical audio/copy typing duties including letters to GPs, discharge summaries and other official correspondence, including self-generated non-routine correspondence if required for Acute Medicine including Ambulatory and Triage staff.
To organise a clinic independently, preparing, and replenishing equipment, documentation and dealing affectively with errors and omissions. Prioritising patient needs according to clinic workload and navigate patients and clinicians to ensure smooth running of clinics.
About us
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 more than 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. Our values, which we ask all staff to demonstrate, underpin our
everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement 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.
DBS Checks and Costs
Any applicants who are offered posts requiring a
DBS check as part of their employment check will have the cost of this check
(at the current rate) deducted from their salary. Please see link in Supporting
Information section for more details on DBS checks and costs.
Job description
Job responsibilities
To provide a personal assistant and medical secretarial service to Consultant Acute Physicians.
To arrange meetings and maintain Consultant shared leave calendar if required.
To maintain Consultants diaries if required.
To collate information for clinical audit if requested.
To undertake medical audio/copy typing duties including letters to GPs, discharge summaries and other official correspondence, including self-generated non-routine correspondence if required for Acute Medicine including Ambulatory and Triage staff.
To deal with day-to-day incoming mail, assigning priority and/or taking any necessary action without reference to consultant if appropriate and as agreed with Divisional teams.
To prepare material for meetings and training sessions as required.
To respond to enquiries from GPs, other Health Service personnel, patients and relatives.
To follow up collate and present diagnostic and therapeutic reports to consultants and junior medical staff and/or take any necessary follow up action and file subsequently in patient case notes.
To maintain patients records and track notes electronically in a manner acceptable to the Trust.
To ensure that patients case notes are as up to date and as accurate as possible by ensuring that documentation is filed at the earliest opportunity and correctly in the appropriate area of the case notes.
To maintain database for patients referred to MDTs for specialist services and liaise with consultants when information available.
To maintain administrative duties for the Acute Med Team generic email inbox.
To observe absolute confidentiality of all information obtained in the course of your work.
To deal with administrative and secretarial aspects of consultants management, educational and professional advisory commitments.
To participate actively in the introduction of and use of information technology.
To collect referrals from wards and enter data onto the clip system.
To organise a clinic independently, preparing, and replenishing equipment, documentation and dealing affectively with errors and omissions. Prioritising patient needs according to clinic workload and navigate patients and clinicians to ensure smooth running of clinics.
To be confident in dealing with complex enquiries in person or by telephone.
To undertake any other duties as may be required as appropriate by the Consultant or the Directorate Management Team in accordance with the needs of the service.
To liaise with drug representatives for sponsorship of junior doctors/nursing teaching sessions.
To order stationery and report faults with equipment.
To report any accident or untoward incident or complaint.
To act always in a manner which will promote a good image of the Division.
Job description
Job responsibilities
To provide a personal assistant and medical secretarial service to Consultant Acute Physicians.
To arrange meetings and maintain Consultant shared leave calendar if required.
To maintain Consultants diaries if required.
To collate information for clinical audit if requested.
To undertake medical audio/copy typing duties including letters to GPs, discharge summaries and other official correspondence, including self-generated non-routine correspondence if required for Acute Medicine including Ambulatory and Triage staff.
To deal with day-to-day incoming mail, assigning priority and/or taking any necessary action without reference to consultant if appropriate and as agreed with Divisional teams.
To prepare material for meetings and training sessions as required.
To respond to enquiries from GPs, other Health Service personnel, patients and relatives.
To follow up collate and present diagnostic and therapeutic reports to consultants and junior medical staff and/or take any necessary follow up action and file subsequently in patient case notes.
To maintain patients records and track notes electronically in a manner acceptable to the Trust.
To ensure that patients case notes are as up to date and as accurate as possible by ensuring that documentation is filed at the earliest opportunity and correctly in the appropriate area of the case notes.
To maintain database for patients referred to MDTs for specialist services and liaise with consultants when information available.
To maintain administrative duties for the Acute Med Team generic email inbox.
To observe absolute confidentiality of all information obtained in the course of your work.
To deal with administrative and secretarial aspects of consultants management, educational and professional advisory commitments.
To participate actively in the introduction of and use of information technology.
To collect referrals from wards and enter data onto the clip system.
To organise a clinic independently, preparing, and replenishing equipment, documentation and dealing affectively with errors and omissions. Prioritising patient needs according to clinic workload and navigate patients and clinicians to ensure smooth running of clinics.
To be confident in dealing with complex enquiries in person or by telephone.
To undertake any other duties as may be required as appropriate by the Consultant or the Directorate Management Team in accordance with the needs of the service.
To liaise with drug representatives for sponsorship of junior doctors/nursing teaching sessions.
To order stationery and report faults with equipment.
To report any accident or untoward incident or complaint.
To act always in a manner which will promote a good image of the Division.
Person Specification
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
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
Qualifications
Essential
- GCSE/CSE A-C Grade in English & Maths or equivalent
Desirable
- Evidence of further studies
Experience
Essential
- Previous administrative, secretarial, or clerical experience
- Experience of using databases
Skills/Knowledge
Essential
- Understanding and working knowledge of Microsoft Office Packages and IT systems Strong telephone etiquette
- 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, ensuring that necessary actions are taken to address and resolve high priority matters effectively
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
Internal Applicants Only
Essential
- This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust. Could you please confirm below that you work at Worcestershire Acute Hospitals NHS Trust.
Herefordshire and Worcestershire NHS staff Job Vacancy
Essential
- This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices); please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?
Person Specification
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
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
Qualifications
Essential
- GCSE/CSE A-C Grade in English & Maths or equivalent
Desirable
- Evidence of further studies
Experience
Essential
- Previous administrative, secretarial, or clerical experience
- Experience of using databases
Skills/Knowledge
Essential
- Understanding and working knowledge of Microsoft Office Packages and IT systems Strong telephone etiquette
- 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, ensuring that necessary actions are taken to address and resolve high priority matters effectively
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
Internal Applicants Only
Essential
- This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust. Could you please confirm below that you work at Worcestershire Acute Hospitals NHS Trust.
Herefordshire and Worcestershire NHS staff Job Vacancy
Essential
- This vacancy is currently only open to Herefordshire and Worcestershire NHS staff (including PCN/GP Practices); please indicate here which NHS organisation in Herefordshire and Worcestershire you currently work for?
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.
