Medical Secretary

Swansea Bay University Health Board

Information:

This job is now closed

Job summary

THIS POST IS FIXED TERM/SECONDMENT FOR 12 MONTHS DUE TO FUNDING

If you are a Swansea Bay University Health Board employee this post will only be offered on a secondment basis and you will need to have gained your line managers approval for the secondment prior to going to interview.

Job Summary/Job Purpose:

To provide a comprehensive, high quality medical secretarial and administrative service to the consultant, their medical team and specialist nursing teams, and other health professionals. To co-ordinate and maintain arrangements to facilitate the patients progression along a defined pathway. To maintain the office organisation and monitor the workload related to the administration team.

Main duties of the job

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac.

About us

We believe staff are our best asset and wewant you to be happy and confident about starting your career here in Swansea Bay University Health Board.

As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.

You might be a nurse ordoctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - wehave a job for you.

There are also apprenticeships, work placementsand volunteering roles available.

We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.

Our values - Caring For Each Other, Working Together and Always Improving, show thatour commitment to equality is at the heart of everything we do.

If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery,with all the benefits of a thriving and cosmopolitan city - look no further.

Date posted

24 November 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,524 to £28,010 a year per annum pro rata

Contract

Fixed term

Duration

12 months

Working pattern

Part-time

Reference number

130-AC622-1123

Job locations

Morriston

Heol Maes Eglwys

Swansea

SA6 6NL


Job description

Job responsibilities

Administration

The post holder will provide an expert administration service to the clinical specialty and its associated work streams. The post holder will support the consultants, junior medical staff and other health professionals with the creation of best practice and processes, supporting diary management, co-ordination of workload and of appointments and admission related information for patients and carers.

The post holder will lead and contribute to the effective application of administration skills in their area of work with a high degree of technical proficiency and will ensure that the speciality maintains an efficient throughput of work.

The post holder will ensure all administration duties relating to the patient pathway are adhered to as per the department Standard Operating Procedure (SOP), and will co-ordinate and maintain arrangements to facilitate the patients progression along a defined pathway, using understanding of work procedures own experiences and practices.

Using own knowledge and experience the post holder will maintain and improve the office organisation and will delegate and monitor the workload related to the medical secretary administration team

The post holder will monitor and review patient forms /details and items pending further action, to ensure that outstanding responses and information are finalised.

Collect and collate information relevant to the patient and the service, for example waiting times, RTT, DNA/CNA statistics, backlog and length of stays as well as delayed transfers of care and will report on statistics as directed by the line manager.

Reflect and evaluate practice and make suggestions to improve working practices to enhance service delivery.

Improve own performance and teams performance by supporting change to procedures and service developments.

The post holder will be responsible for reviewing the standard operating procedures and will implement and support colleagues on these, making judgements requiring a number of options, using experience from in depth knowledge of the role and broad skill base related to their practice.

Responsible for capturing and transmitting information using electronic communication media, working to agreed protocols and standard operating procedures within each speciality working autonomously.

The post holder will process documents accurately and efficiently using digital dictation, analogue dictation and as directed by the clinician and will demonstrate self-directed development and practice of patient administrative systems, whilst undertaking tasks that will require the individual to exercise judgement and expertise.

Responsible for informing and updating the team with relevant information, making self and others aware of data related to tasks and activity.

Will plan own time to ensure that patient pathway administration is a priority ensuring the patient pathway is followed through to completion.

Monitor, share and coordinate workload for the team as necessary with the aim to reduce delays and backlogs when appropriate.

Provide support and guidance to medical secretaries and support in accurate data entry in the Patient Administration Systems.

When required arrange meetings and associated paperwork, taking and transcribing minutes, distributing agendas, paperwork and approved minutes effectively in a timely manner.

Performing, administrative tasks the post holder will have the responsibility for safe use of equipment and resources used by self or others (e.g. will report any defects in equipment through the IT Helpdesk Service)

Communication Customer Service Skills

The post holder will have excellent communication skills and will be empowered to make decisions in line with service level agreements, policies and key performance indicators.

The post holder will act with an efficient, professional and friendly manner to ensure that the patient, relative, colleague receives an effective and efficient service, advising on access to and use of services.

The post holder will accurately produce statistical reports for example clinic/ waiting lists, and ratio of new to review patients, as required and ensure quality of data throughout.

The post holder will have the ability to prioritise and manage a number of conflicting requirements and to work autonomously with significant discretion within a defined set of parameters. Making own decisions on how best to achieve expected results to meet key performance indicators and service level agreements.

The post holder will develop, promote and sustain productive working relationships with patients, relatives and health professional colleagues

Be proactive and use initiative to ensure that speciality work streams endeavour to adhere to the agreed standard operating procedures /service level agreements and key performance indicators as set by the line manager.

The post holder will monitor workloads and supervise and support the medical secretaries team to ensure that all patient related enquiries are dealt with efficiently and accurately within the responsibility and remit of the role. Escalating any unanswered queries to the relevant person with the appropriate degree of urgency on a day to day basis.

Service Delivery

Working with the team the post holder will support the key performance indicators that have been set for each speciality and make decisions in prioritising workloads and agree escalation procedures to meet these key performance indicators. Convey these findings and be proactive in taking forward recommendations and improvements to the service delivery.

Post holder will deal with relevant correspondence, telephone or personal enquires efficiently and effectively.

Contribute to projects or duties to ensure excellent service delivery as directed by the Line manager, Consultant or other colleagues.

The post holder will provide assistance in the training of new starters and development of secretarial team members promoting and building positive relationships within the medical secretarial team, patients and service users and all SBU employees.

When applicable have the ability to coordinate duties and tasks remotely as a Medical secretary could be at various locations across the Health Board.

Work with the line manager to instigate/agree escalation procedures where standards fall below a satisfactory level and agree new interim key performance indicators

The post holder will be expected to undertake any additional duties and responsibilities to ensure that service delivery is effectively maintained.

Personal development

The post holder will undertake any relevant training specific to the role including mandatory training to ensure competencies skills and knowledge are up to date.

Actively develop and maintain knowledge of medical terminology within designated specialty area.

Job description

Job responsibilities

Administration

The post holder will provide an expert administration service to the clinical specialty and its associated work streams. The post holder will support the consultants, junior medical staff and other health professionals with the creation of best practice and processes, supporting diary management, co-ordination of workload and of appointments and admission related information for patients and carers.

The post holder will lead and contribute to the effective application of administration skills in their area of work with a high degree of technical proficiency and will ensure that the speciality maintains an efficient throughput of work.

The post holder will ensure all administration duties relating to the patient pathway are adhered to as per the department Standard Operating Procedure (SOP), and will co-ordinate and maintain arrangements to facilitate the patients progression along a defined pathway, using understanding of work procedures own experiences and practices.

Using own knowledge and experience the post holder will maintain and improve the office organisation and will delegate and monitor the workload related to the medical secretary administration team

The post holder will monitor and review patient forms /details and items pending further action, to ensure that outstanding responses and information are finalised.

Collect and collate information relevant to the patient and the service, for example waiting times, RTT, DNA/CNA statistics, backlog and length of stays as well as delayed transfers of care and will report on statistics as directed by the line manager.

Reflect and evaluate practice and make suggestions to improve working practices to enhance service delivery.

Improve own performance and teams performance by supporting change to procedures and service developments.

The post holder will be responsible for reviewing the standard operating procedures and will implement and support colleagues on these, making judgements requiring a number of options, using experience from in depth knowledge of the role and broad skill base related to their practice.

Responsible for capturing and transmitting information using electronic communication media, working to agreed protocols and standard operating procedures within each speciality working autonomously.

The post holder will process documents accurately and efficiently using digital dictation, analogue dictation and as directed by the clinician and will demonstrate self-directed development and practice of patient administrative systems, whilst undertaking tasks that will require the individual to exercise judgement and expertise.

Responsible for informing and updating the team with relevant information, making self and others aware of data related to tasks and activity.

Will plan own time to ensure that patient pathway administration is a priority ensuring the patient pathway is followed through to completion.

Monitor, share and coordinate workload for the team as necessary with the aim to reduce delays and backlogs when appropriate.

Provide support and guidance to medical secretaries and support in accurate data entry in the Patient Administration Systems.

When required arrange meetings and associated paperwork, taking and transcribing minutes, distributing agendas, paperwork and approved minutes effectively in a timely manner.

Performing, administrative tasks the post holder will have the responsibility for safe use of equipment and resources used by self or others (e.g. will report any defects in equipment through the IT Helpdesk Service)

Communication Customer Service Skills

The post holder will have excellent communication skills and will be empowered to make decisions in line with service level agreements, policies and key performance indicators.

The post holder will act with an efficient, professional and friendly manner to ensure that the patient, relative, colleague receives an effective and efficient service, advising on access to and use of services.

The post holder will accurately produce statistical reports for example clinic/ waiting lists, and ratio of new to review patients, as required and ensure quality of data throughout.

The post holder will have the ability to prioritise and manage a number of conflicting requirements and to work autonomously with significant discretion within a defined set of parameters. Making own decisions on how best to achieve expected results to meet key performance indicators and service level agreements.

The post holder will develop, promote and sustain productive working relationships with patients, relatives and health professional colleagues

Be proactive and use initiative to ensure that speciality work streams endeavour to adhere to the agreed standard operating procedures /service level agreements and key performance indicators as set by the line manager.

The post holder will monitor workloads and supervise and support the medical secretaries team to ensure that all patient related enquiries are dealt with efficiently and accurately within the responsibility and remit of the role. Escalating any unanswered queries to the relevant person with the appropriate degree of urgency on a day to day basis.

Service Delivery

Working with the team the post holder will support the key performance indicators that have been set for each speciality and make decisions in prioritising workloads and agree escalation procedures to meet these key performance indicators. Convey these findings and be proactive in taking forward recommendations and improvements to the service delivery.

Post holder will deal with relevant correspondence, telephone or personal enquires efficiently and effectively.

Contribute to projects or duties to ensure excellent service delivery as directed by the Line manager, Consultant or other colleagues.

The post holder will provide assistance in the training of new starters and development of secretarial team members promoting and building positive relationships within the medical secretarial team, patients and service users and all SBU employees.

When applicable have the ability to coordinate duties and tasks remotely as a Medical secretary could be at various locations across the Health Board.

Work with the line manager to instigate/agree escalation procedures where standards fall below a satisfactory level and agree new interim key performance indicators

The post holder will be expected to undertake any additional duties and responsibilities to ensure that service delivery is effectively maintained.

Personal development

The post holder will undertake any relevant training specific to the role including mandatory training to ensure competencies skills and knowledge are up to date.

Actively develop and maintain knowledge of medical terminology within designated specialty area.

Person Specification

Qualifications

Essential

  • Educated to vocational level 4 or able to demonstrate the equivalent level
  • RSA /OCR level 3 or equivalent qualification

Desirable

  • City & Guilds (AMSPAR) Level 3 Diploma in Medical administration
  • NVQ 3 Customer Service ILM Level 2

Knowledge

Essential

  • Medical Terminology
  • Knowledge and ability to use Microsoft office applications

Desirable

  • Knowledge of Referral To Treatment process (RTT)

Experience

Essential

  • Experience of coordinating administration activities
  • Experience of working as a medical secretary
  • Experience of organising workload and people

Desirable

  • Experience of working in within the NHS

Aptitude and Abilities

Essential

  • Excellent communication skills
  • Advanced typing skills
  • Minute taking experience

Desirable

  • Ability to speak Welsh
Person Specification

Qualifications

Essential

  • Educated to vocational level 4 or able to demonstrate the equivalent level
  • RSA /OCR level 3 or equivalent qualification

Desirable

  • City & Guilds (AMSPAR) Level 3 Diploma in Medical administration
  • NVQ 3 Customer Service ILM Level 2

Knowledge

Essential

  • Medical Terminology
  • Knowledge and ability to use Microsoft office applications

Desirable

  • Knowledge of Referral To Treatment process (RTT)

Experience

Essential

  • Experience of coordinating administration activities
  • Experience of working as a medical secretary
  • Experience of organising workload and people

Desirable

  • Experience of working in within the NHS

Aptitude and Abilities

Essential

  • Excellent communication skills
  • Advanced typing skills
  • Minute taking experience

Desirable

  • Ability to speak Welsh

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Swansea Bay University Health Board

Address

Morriston

Heol Maes Eglwys

Swansea

SA6 6NL


Employer's website

https://sbuhb.nhs.wales/ (Opens in a new tab)

Employer details

Employer name

Swansea Bay University Health Board

Address

Morriston

Heol Maes Eglwys

Swansea

SA6 6NL


Employer's website

https://sbuhb.nhs.wales/ (Opens in a new tab)

For questions about the job, contact:

Operational Support Manager

Husna Begum

Husna.Begum2@wales.nhs.uk

01792986842

Date posted

24 November 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,524 to £28,010 a year per annum pro rata

Contract

Fixed term

Duration

12 months

Working pattern

Part-time

Reference number

130-AC622-1123

Job locations

Morriston

Heol Maes Eglwys

Swansea

SA6 6NL


Supporting documents

Privacy notice

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