Job summary
An exciting opportunity has arisen for an administrator/ audio typist/ to join the team within the busy Paediatric department at Luton and Dunstable Hospital.
We are a hard working team, providing support to skilled clinical staff looking after children and young people across the Luton and Dunstable catchment area.
Main duties of the job
To provide administrative and audio-typing support to the Paediatric Secretarial Department, including use of medical terminology and digital dictation systems in the typing of consultant clinic letters.
To provide a courteous and professional service to patients by efficiently managing phone queries and providing administrative support for patients in a busy department.
Scanning, photocopying, printing. Using various hospital systems, as well as word, excel and powerpoint.
Booking patient appointments and patient queries using hospital systems including, IPM, Evolve, ICE.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.
Job description
Job responsibilities
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities.
- To provide an excellent standard of typing support to the Paediatric Secretarial team. This may include touch, digital audio and copy typing. The job will require typing and checking of letters at speed from dictation, and other tasks associated with the production and circulation of clinical correspondence.
- To ensure that actions from clinic letters have taken place such as booking of appointments, adding patients to the Outpatient waiting list and requesting further investigations via the ICE system.
- To print completed correspondence and organise letters into envelopes for posting.
- To validate dictations to ensure the patient details are correct by cross referencing the profiling window with the dictation.
- To recognise inconsistencies and anomalies within dictations and escalate to the author.
- To scan relevant clinical correspondence to the electronic patient records system .
- Undertaking data input duties to ensure computerised records are kept up to date and accurate at all times, including filing and uploading.
- Checking the secretarial team email and escalating concerns and queries from patients to the appropriate secretary and / or clinician.
- To book appointments for patients where required, following Outpatient booking processes. For short notice bookings, to contact patients directly to inform them of appointments.
- To help the department with compliance with the 18 week referral to treatment target by supporting with validation of the weekly file. This can include bringing forward appointments, contacting other departments to request results and liaising with consultants to highlight patients who need their input.
- To take minutes for meetings as indicated by the Service Manager and Medical Secretaries.
- Observing strict confidentiality in all matters concerning patients and visitors.
- Demonstrating and explaining practices and procedures to new, less experienced staff.
- To be aware of Departmental Health and Safety requirements.
- To carry out any other reasonable duties as assigned by the Manager commensurate with grade.
Job description
Job responsibilities
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities.
- To provide an excellent standard of typing support to the Paediatric Secretarial team. This may include touch, digital audio and copy typing. The job will require typing and checking of letters at speed from dictation, and other tasks associated with the production and circulation of clinical correspondence.
- To ensure that actions from clinic letters have taken place such as booking of appointments, adding patients to the Outpatient waiting list and requesting further investigations via the ICE system.
- To print completed correspondence and organise letters into envelopes for posting.
- To validate dictations to ensure the patient details are correct by cross referencing the profiling window with the dictation.
- To recognise inconsistencies and anomalies within dictations and escalate to the author.
- To scan relevant clinical correspondence to the electronic patient records system .
- Undertaking data input duties to ensure computerised records are kept up to date and accurate at all times, including filing and uploading.
- Checking the secretarial team email and escalating concerns and queries from patients to the appropriate secretary and / or clinician.
- To book appointments for patients where required, following Outpatient booking processes. For short notice bookings, to contact patients directly to inform them of appointments.
- To help the department with compliance with the 18 week referral to treatment target by supporting with validation of the weekly file. This can include bringing forward appointments, contacting other departments to request results and liaising with consultants to highlight patients who need their input.
- To take minutes for meetings as indicated by the Service Manager and Medical Secretaries.
- Observing strict confidentiality in all matters concerning patients and visitors.
- Demonstrating and explaining practices and procedures to new, less experienced staff.
- To be aware of Departmental Health and Safety requirements.
- To carry out any other reasonable duties as assigned by the Manager commensurate with grade.
Person Specification
Qualifications
Essential
- General Education to NVQ level II or equivalent
Desirable
- Knowledge of IPM/ICE/Extramed
- Med Sec Qualification
Experience
Essential
- Working in an administrative role
- Evidence of typing experience
- Knowledge/experience of computer systems
Desirable
- NHS experience
- 18 week understanding
- Audio typing
- PA experience
Knowledge
Essential
- Understanding of the need of confidentiality awareness at all times
Desirable
- Understanding of the NHS and medical terminology
Personal Skills
Essential
- Able to communicate clearly with a wide range of colleagues, both written and verbally
- Displays tact and diplomacy when dealing with colleagues
- Competent in the use of Windows packages to include Word, Excel and Email
Person Specification
Qualifications
Essential
- General Education to NVQ level II or equivalent
Desirable
- Knowledge of IPM/ICE/Extramed
- Med Sec Qualification
Experience
Essential
- Working in an administrative role
- Evidence of typing experience
- Knowledge/experience of computer systems
Desirable
- NHS experience
- 18 week understanding
- Audio typing
- PA experience
Knowledge
Essential
- Understanding of the need of confidentiality awareness at all times
Desirable
- Understanding of the NHS and medical terminology
Personal Skills
Essential
- Able to communicate clearly with a wide range of colleagues, both written and verbally
- Displays tact and diplomacy when dealing with colleagues
- Competent in the use of Windows packages to include Word, Excel and Email
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).
