Job summary
A fantastic opportunity has arisen for a Cardiac Rehabilitation Secretary to come join the team to provide a high quality and comprehensive
administrative and secretarial service to the multi-disciplinary Cardiac Rehabilitation
Service.
This post is 32 hours per week predominately based at Dewsbury but cross site working when needed including Normanton Health Centre.
To maintain / provide a fully equipped and
efficient office environment. Maintaining confidentiality, ensuring an
efficient flow of patient information within the cardiology pathway.
A high degree of initiative, motivation and good
organisational skills are essential along with the ability to prioritise workload.
The Cardiac Rehabilitation
Service Secretary provides a valuable link between the Trust, the patient and
their GP for patients/carers and other health care professionals.
The post holder will have an
understanding of the service requirements, and an appreciation of the concerns
and queries of patients and carers.
Main duties of the job
Act as a focal point for the clinical team. Provide a friendly
and professional service; deal with enquiries from a multitude of sources
following Trust policies and standard operating procedures. Liaise with GPs, community colleagues, other
hospitals, patients, internal medical/non-medical staff and medical/non-medical
external staff by a variety of means i.e. face to face/phone/e-mail/letter on a
daily basis.
Assist members of the team with
administrative tasks, e.g. utilising IT systems or ensuring paper forms are
completed and sent to relevant departments in a timely manner in line with service
specific standard operating procedures.
To ensure all duties are undertaken in line
with standard operating procedures and to enable the achievement of Trust and
Service specific Key Performance Indicators.
To
request, cancel and re-arrange appointments when necessary.
Frequently receive and respond appropriately to
telephone and personal enquiries from patients, relatives, GPs, other consultants
and external bodies, referring enquiries to the consultants / clinical team
where necessary. This will require
analysis of queries/issues, making judgements about how to deal with them and
escalating as appropriate. This may
require the use of tact/ empathic or reassurance skills. In addition,
persuasive skills are often required where agreement or co-operation is
required in trying to avoid Trust complaints.
About us
We provide care and support to over half a million people in Wakefield and Kirklees in their homes, in community settings and across our three hospital sites at Pontefract, Dewsbury and Pinderfields (in Wakefield).
Always striving for excellence, we are at the forefront of innovation and research and we invest in teaching and the development of our workforce.
We live by our values of caring, improving, being respectful and maintaining high standards. We listen and learn because we aim to make Mid Yorkshire the best place to work and the best place to receive care.
We have a clear vision, and you could be part of this! If you share our values and you want to make a difference to the lives of our patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
Key Responsibilities
- To ensure post addressed to the services is promptly
collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in
responding to incoming mail.
- Act as a focal point for the clinical team. Provide a friendly
and professional service; deal with enquiries from a multitude of sources
following Trust policies and standard operating procedures. Liaise with GPs, community colleagues, other
hospitals, patients, internal medical/non-medical staff and medical/non-medical
external staff by a variety of means i.e. face to face/phone/e-mail/letter on a
daily basis.
- Assist members of the team with
administrative tasks, e.g. utilising IT systems or ensuring paper forms are
completed and sent to relevant departments in a timely manner in line with service
specific standard operating procedures.
- To ensure all duties are undertaken in line
with standard operating procedures and to enable the achievement of Trust and
Service specific Key Performance Indicators.
- To
request, cancel and re-arrange appointments when necessary.
- Frequently receive and respond appropriately to
telephone and personal enquiries from patients, relatives, GPs, other consultants
and external bodies, referring enquiries to the consultants / clinical team
where necessary. This will require
analysis of queries/issues, making judgements about how to deal with them and
escalating as appropriate. This may
require the use of tact/ empathic or reassurance skills. In addition,
persuasive skills are often required where agreement or co-operation is
required in trying to avoid Trust complaints.
- Prioritise and ensure clinical investigations are
acted upon appropriately and timely, within standard operating procedures.
- Accurate recording of all paper/computerised patient
records, updating and amending information timely and within standard operating
procedures.
- Participate in audits and formulating reports.
- Preparation of documentation for MDTs
- Keep an up to date and accurate record of patient case
notes entering and leaving the department.
Sourcing and distribution of case notes to other departments and
hospitals using relevant IT system.
- Undertake typing of medical correspondence using copy,
audio application and relevant IT systems to a high and accurate standard. This
may include clinic letters, medico-legal reports and other administrative work.
- Keep appropriate statistical records/information as
and when required for the clinical team for audit purposes. Provision of statistical returns required at
regular intervals. This may involve
entering statistical data onto databases.
- Responsible
for the receipt of referral letters with timely input onto the computerised IT
Systems and ensuring that all patients demographic information is recorded
accurately in order to arrange outpatient appointments for clinics in
accordance with service specific requirements.
- To be
responsible for ensuring copies of correspondence are stored in the patients
records in accordance standard operating procedures.
- To
be responsible for the confidential management of patient records and ensure
that all documentation is returned to the appropriate department timely within
standard operating procedures.
- To
be responsible for the preparation of patient records for admission, transfer
and discharge in a timely manner as and when required.
- The
post holder will give relevant assistance and training as and when required to
support all colleagues.
- To
carry out general administration duties and provide clerical assistance, as
required.
- To
redirect referrals onto other Cardiac Rehabilitation services using NHS
mail/SystmOne application as per Trust policy.
- Ensure
that all Hospital records are tracked and booked using the Trusts relevant IT
system.
Job description
Job responsibilities
Key Responsibilities
- To ensure post addressed to the services is promptly
collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in
responding to incoming mail.
- Act as a focal point for the clinical team. Provide a friendly
and professional service; deal with enquiries from a multitude of sources
following Trust policies and standard operating procedures. Liaise with GPs, community colleagues, other
hospitals, patients, internal medical/non-medical staff and medical/non-medical
external staff by a variety of means i.e. face to face/phone/e-mail/letter on a
daily basis.
- Assist members of the team with
administrative tasks, e.g. utilising IT systems or ensuring paper forms are
completed and sent to relevant departments in a timely manner in line with service
specific standard operating procedures.
- To ensure all duties are undertaken in line
with standard operating procedures and to enable the achievement of Trust and
Service specific Key Performance Indicators.
- To
request, cancel and re-arrange appointments when necessary.
- Frequently receive and respond appropriately to
telephone and personal enquiries from patients, relatives, GPs, other consultants
and external bodies, referring enquiries to the consultants / clinical team
where necessary. This will require
analysis of queries/issues, making judgements about how to deal with them and
escalating as appropriate. This may
require the use of tact/ empathic or reassurance skills. In addition,
persuasive skills are often required where agreement or co-operation is
required in trying to avoid Trust complaints.
- Prioritise and ensure clinical investigations are
acted upon appropriately and timely, within standard operating procedures.
- Accurate recording of all paper/computerised patient
records, updating and amending information timely and within standard operating
procedures.
- Participate in audits and formulating reports.
- Preparation of documentation for MDTs
- Keep an up to date and accurate record of patient case
notes entering and leaving the department.
Sourcing and distribution of case notes to other departments and
hospitals using relevant IT system.
- Undertake typing of medical correspondence using copy,
audio application and relevant IT systems to a high and accurate standard. This
may include clinic letters, medico-legal reports and other administrative work.
- Keep appropriate statistical records/information as
and when required for the clinical team for audit purposes. Provision of statistical returns required at
regular intervals. This may involve
entering statistical data onto databases.
- Responsible
for the receipt of referral letters with timely input onto the computerised IT
Systems and ensuring that all patients demographic information is recorded
accurately in order to arrange outpatient appointments for clinics in
accordance with service specific requirements.
- To be
responsible for ensuring copies of correspondence are stored in the patients
records in accordance standard operating procedures.
- To
be responsible for the confidential management of patient records and ensure
that all documentation is returned to the appropriate department timely within
standard operating procedures.
- To
be responsible for the preparation of patient records for admission, transfer
and discharge in a timely manner as and when required.
- The
post holder will give relevant assistance and training as and when required to
support all colleagues.
- To
carry out general administration duties and provide clerical assistance, as
required.
- To
redirect referrals onto other Cardiac Rehabilitation services using NHS
mail/SystmOne application as per Trust policy.
- Ensure
that all Hospital records are tracked and booked using the Trusts relevant IT
system.
Person Specification
Experience
Essential
- Experience and knowledge of multi-disciplinary team working
- Secretarial experience
- Experience of working with filing systems
- Experience of good customer or patient care
- Working with computer software programmes such as Microsoft Office, e-mail , System 1, Excel and internet
- Experience of scheduling/co-ordination activities and/or resources
Desirable
- Medical secretarial experience
- Previous NHS administrative role
- Experience of working with patients requiring health care
- Experience with NHS/healthcare software systems
- Experience of working with confidential material
Knowledge and Awareness
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Awareness of own limitations.
- Awareness of community and hospital initiatives to improve patient care.
Desirable
- Knowledge of Trust Policies
Qualifications
Essential
- OCR/RSA Level 3 typing/word processing or equivalent qualification or experience
Desirable
- IT qualifications e.g. ECDL
- Medical Secretary Diploma
- Shorthand Qualification
- Medical Terminology
- NVQ Level 3
- Audio Typing Qualification
Skills and Abilities
Essential
- Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required
- Ability to deal with conflict
- Good Time management skills
- Ability to engage and motivate others
- High standard of accuracy
- High level of initiative
- Flexibility and able to adapt to change
- Able to work as part of a team
- Strong analytical skills
- Ability to establish and maintain effective working relationships
Person Specification
Experience
Essential
- Experience and knowledge of multi-disciplinary team working
- Secretarial experience
- Experience of working with filing systems
- Experience of good customer or patient care
- Working with computer software programmes such as Microsoft Office, e-mail , System 1, Excel and internet
- Experience of scheduling/co-ordination activities and/or resources
Desirable
- Medical secretarial experience
- Previous NHS administrative role
- Experience of working with patients requiring health care
- Experience with NHS/healthcare software systems
- Experience of working with confidential material
Knowledge and Awareness
Essential
- Understanding and knowledge Caldicott/Data Protection Act.
- Awareness of own limitations.
- Awareness of community and hospital initiatives to improve patient care.
Desirable
- Knowledge of Trust Policies
Qualifications
Essential
- OCR/RSA Level 3 typing/word processing or equivalent qualification or experience
Desirable
- IT qualifications e.g. ECDL
- Medical Secretary Diploma
- Shorthand Qualification
- Medical Terminology
- NVQ Level 3
- Audio Typing Qualification
Skills and Abilities
Essential
- Demonstrate good verbal and written communication skills with team/clients/relatives, using tact when required
- Ability to deal with conflict
- Good Time management skills
- Ability to engage and motivate others
- High standard of accuracy
- High level of initiative
- Flexibility and able to adapt to change
- Able to work as part of a team
- Strong analytical skills
- Ability to establish and maintain effective working relationships
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
