Job summary
To provide a comprehensive, high quality medical secretarial and administrative service to the Department, team and specialist teams, will provide an expert administration service to the clinical specialty and its associated work streams. The post holder will support 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 and other health professionals and will;o Co-ordinate and maintain arrangements to facilitate the patient's progression along a defined pathway.o Maintain the office organisation and monitor the workload related to the administration team.o 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 etc and report on statistics as directed by the line manager.o 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.
Main duties of the job
Using own knowledge and experience maintain and improve the office organisation and will delegate and monitor the workload related to the medical secretary administration teamo Will plan own time to ensure that patient pathway administration is a priority ensuring the patient pathway is followed through to completiono Improve own performance and teams' performance by supporting change to procedures and service developments.o 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.o Monitor and review documentation including but not limited to patient forms /details and items pending further action etc., to ensure that outstanding responses and information is finalised.o 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.
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.
Job description
Job responsibilities
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. 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. Monitor workloads and supervise and support the medical secretarys 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. Process relevant correspondence, letters, 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 ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome
Job description
Job responsibilities
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. 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. Monitor workloads and supervise and support the medical secretarys 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. Process relevant correspondence, letters, 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 ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome
Person Specification
Essential Qualifications & Knowledge
Essential
- Knowledge and ability to use Microsoft office applications
- RSA /OCR level 3 or equivalent qualification/experience plus Medical Terminology ECDL or equivalent experience
Desirable
- NHS Statutory and Mandatory Training
- NVQ 3 Customer Service
Experience
Essential
- Experience of working as a medical secretary
- Knowledge of Referral To Treatment process (RTT)
Desirable
- Experience of working in within the NHS
- Experience of organising workload and people
Qualifications
Essential
- Knowledge and ability to use Microsoft office applications
- RSA /OCR level 3 or equivalent qualification/experience plus Medical Terminology ECDL or equivalent experience
Desirable
Person Specification
Essential Qualifications & Knowledge
Essential
- Knowledge and ability to use Microsoft office applications
- RSA /OCR level 3 or equivalent qualification/experience plus Medical Terminology ECDL or equivalent experience
Desirable
- NHS Statutory and Mandatory Training
- NVQ 3 Customer Service
Experience
Essential
- Experience of working as a medical secretary
- Knowledge of Referral To Treatment process (RTT)
Desirable
- Experience of working in within the NHS
- Experience of organising workload and people
Qualifications
Essential
- Knowledge and ability to use Microsoft office applications
- RSA /OCR level 3 or equivalent qualification/experience plus Medical Terminology ECDL or equivalent experience
Desirable
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).
