Job summary
We are looking for an enthusiastic member of staff to join our existing secretarial team within the Anaesthetic Department.
As an Anaesthetic Secretary you will work 24 hours per week 9am to 3pm Monday, Tuesday, Thursday and Friday.
The ideal candidate will have proven admin experience, be willing to audio type and be able to provide excellent communication skills with a multidisciplinary team. We will provide training for each area of work along with an overview of our unique CLW rota system.
Experience of using Microsoft applications would be advantageous. We would expect the candidate to have proven relevant experience of working in a similar role.
If you are a good communicator and can work both independently and as part of team we would like to hear from you.
Main duties of the job
- To support the College Tutor with Junior Doctors and all associated admin tasks.
- To support the Medical Student Lead and undertake all associated admin tasks.
- To type clinical and non-clinical correspondence and reports .
- To process leave on CLW Rota to include the allocation of allowance for Consultants and Trainees.
- To undertake any in-house course administration where admin support is requested.
- To use the relevant IT systems to transfer medical records, input clinical letters as required.
- To undertake a variety of office duties.
- To comply with the Trust's Patient Access Policy and Standard Operating Procedures.
- To ensure that all results/reports/ correspondence are filed in the case notes in line with Health Records standards.
- Escalate to the Admin Team Leader any anomalies or concerns.
- To answer telephone enquiries in an efficient manner.
- To identify areas for service improvement and support implementation.
- To order and maintain adequate stationery supplies.
- To provide cover for the other members of the secretarial and administration team, as required.
- Assist with telephone enquiries in courteous and helpful manner.
- Liaising with medical staff and other departments as necessary.
- Tracering Medical case notes .
About us
The Anaesthetic Department is part of the Surgical Team which includes Intensive Care, Peri-operative Care and Pain Management.
This is a busy department and the secretarial team is key to ensure things run smoothly and efficiently.
It is therefore imperative that each member of the team works well under pressure and as a team player but equally as important that they are able to work independently and prioritise workload effectively.
One of the main rewards of this role is knowing you have made a difference and enhanced a patient's experience.
This role is a great training opportunity in order to progress your career.
Job description
Job responsibilities
Communication and working relationships
- This position requires empathy and tact when dealing with such a large multidisciplinary team.
- To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GPs and other external agencies
- Communicate effectively in writing and verbally on a daily basis
- To answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiry
Planning and organisation
- To prioritise work load
- Ensure mandatory training is kept up to date
Responsibility and accountability
- Ensure patients are put at the heart of the service
- To type clinical and non-clinical correspondence and reports in accordance with local targets
- To ensure results/reports/correspondence are filed in case notes in line with Health Records Standards
- To undertake a variety of office duties, such as monitoring and dealing with emails received via shared email accounts, filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department
- Ensuring patient files are tracered accurately
- Any other appropriate duties/tasks as requested by management
Policy and service responsibility
- To contribute to the development of policy and processes as required
- To support continuous quality improvement and identify areas for service improvement and support implementation
- To comply with the trusts Patient Access Policy and Standard Operating Procedures
- To support the delivery of agreed service outcomes
- To ensure Trust policies and procedures are adhered t
Responsibility for finance, equipment and other resources
- To ensure computer equipment is in good working order
- To order supplies for the photocopier as requested
- To make Team Leader aware of any damage to any equipment within the Department
- There are no responsibilities for line management of staff or budget contro
Information technology and administrative duties
- Ensure relevant training is completed in order to use Trust IT computer systems
- To use the relevant Trust IT computer systems to maintain patient records
- To provide cover for the medical secretaries and other members of the secretarial and administration team as required
Job description
Job responsibilities
Communication and working relationships
- This position requires empathy and tact when dealing with such a large multidisciplinary team.
- To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GPs and other external agencies
- Communicate effectively in writing and verbally on a daily basis
- To answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiry
Planning and organisation
- To prioritise work load
- Ensure mandatory training is kept up to date
Responsibility and accountability
- Ensure patients are put at the heart of the service
- To type clinical and non-clinical correspondence and reports in accordance with local targets
- To ensure results/reports/correspondence are filed in case notes in line with Health Records Standards
- To undertake a variety of office duties, such as monitoring and dealing with emails received via shared email accounts, filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department
- Ensuring patient files are tracered accurately
- Any other appropriate duties/tasks as requested by management
Policy and service responsibility
- To contribute to the development of policy and processes as required
- To support continuous quality improvement and identify areas for service improvement and support implementation
- To comply with the trusts Patient Access Policy and Standard Operating Procedures
- To support the delivery of agreed service outcomes
- To ensure Trust policies and procedures are adhered t
Responsibility for finance, equipment and other resources
- To ensure computer equipment is in good working order
- To order supplies for the photocopier as requested
- To make Team Leader aware of any damage to any equipment within the Department
- There are no responsibilities for line management of staff or budget contro
Information technology and administrative duties
- Ensure relevant training is completed in order to use Trust IT computer systems
- To use the relevant Trust IT computer systems to maintain patient records
- To provide cover for the medical secretaries and other members of the secretarial and administration team as required
Person Specification
Qualifications
Essential
- oGood standard of general education to include GCSE in Maths and English or equivalent oTyping to RSA II/OCR II or equivalent level of speed and accuracy (40wpm)
Knowledge
Essential
- oExperience of Administrative/typing duties oKnowledge of Microsoft Office software oAbility to work on own initiative and prioritise own workload oAbility to work as part of a team oAble to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing oProven experience of providing a customer focussed service
Desirable
- oKnowledge of Trust Patient Administrative and Information Systems oKnowledge of a range of patient computer software packages e.g. e-Referrals, Infoflex, CRIS etc
Specific Skills
Essential
- oAbility to audio type oGood interpersonal skills oGood attention to detail skills
Requirements due to work environment/conditions
Essential
- oAbility to be flexible with working hours when required oTo cross cover between specialities with the surgical team.
Physical Effort
Essential
- oAble to manoeuvre and transport medical records around the Department and Hospital site oManual dexterity for typing oAble to move and store stationery
Emotional effort
Essential
- oAbility to deal with telephone calls from patients oDeal with patient requests and complaints
Mental effort
Essential
- oProlonged concentration for computer work.
Person Specification
Qualifications
Essential
- oGood standard of general education to include GCSE in Maths and English or equivalent oTyping to RSA II/OCR II or equivalent level of speed and accuracy (40wpm)
Knowledge
Essential
- oExperience of Administrative/typing duties oKnowledge of Microsoft Office software oAbility to work on own initiative and prioritise own workload oAbility to work as part of a team oAble to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing oProven experience of providing a customer focussed service
Desirable
- oKnowledge of Trust Patient Administrative and Information Systems oKnowledge of a range of patient computer software packages e.g. e-Referrals, Infoflex, CRIS etc
Specific Skills
Essential
- oAbility to audio type oGood interpersonal skills oGood attention to detail skills
Requirements due to work environment/conditions
Essential
- oAbility to be flexible with working hours when required oTo cross cover between specialities with the surgical team.
Physical Effort
Essential
- oAble to manoeuvre and transport medical records around the Department and Hospital site oManual dexterity for typing oAble to move and store stationery
Emotional effort
Essential
- oAbility to deal with telephone calls from patients oDeal with patient requests and complaints
Mental effort
Essential
- oProlonged concentration for computer work.
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).
