Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD.
THIS POST IS A 12 MONTH SECONDMENT DUE TO FUNDING
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;
1. Co-ordinate and maintain arrangements to facilitate the patient’s progression along a defined pathway.
2. 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.
3. 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.
4. 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 patient’s progression along a defined pathway, using understanding of work procedures own experiences and practices.
Main duties of the job
Responsible for informing and updating the team with relevant information, making self and others aware of data related to tasks and activity. Coordinate duties and tasks remotely as a Medical secretary could be at various locations across the Health Board.
When required arrange meetings and associated paperwork, taking and transcribing minutes, distributing agendas, paperwork and approved minutes effectively in a timely manner.
Improvement, Monitoring, Policy/Service Development
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.
Communication
Use excellent communication skills and will be empowered to make decisions in line with service level agreements, policies and key performance indicators. 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.
Working for our organisation
We believe staff are our best asset and we want 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 or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and 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 that our 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.
Detailed job description and main responsibilities
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome
Person specification
Essential Qualifications & Knowledge
Essential criteria
5. Educated to vocational level 4 or able to demonstrate the equivalent level of knowledge skills and experiences OR RSA /OCR level 3 or equivalent qualification/experience plus Medical Terminology ECDL or equivalent experience
6. Knowledge and ability to use Microsoft office applications
7. Evidence of Continual Personal Development
Desirable criteria
8. City & Guilds (AMSPAR) Level 3 Diploma in Medical administration
9. NVQ 3 Customer Service
10. ILM Level 2
11. NHS Statutory and Mandatory Training
12. ESR self-serve(or equivalent experience of application)
13. Knowledge of Referral To Treatment process (RTT)
Essential Experience
Essential criteria
14. Experience of coordinating administration activities
15. Experience of working as a medical secretary
16. Experience of organising workload and people
Desirable criteria
17. Experience of working in within the NHS
Essential Aptitude and abilities
Essential criteria
18. Excellent communication skills Good team working ethic and can work flexible to meet the service need.
19. Enthusiasm and commitment be proactive and display a positive attitude.
20. Be innovative to meet the challenges of a changing organisation. Will work unsupervised Excellent customer service skills
21. Excellent organisational skills will prioritise own workload. Minute taking experience
22. Able to provide a customer focused approach If required be able to travel between sites if relevant to the demands of the post
23. Adhere to and can demonstrate SBU Values & Behaviours
Desirable criteria
24. Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other Essential Criteria
Essential criteria
25. Ability to travel within geographical area.
26. Able to work hours flexibly.
27. Satisfactory Standard/Enhanced DBS clearance including an Adults and Children's Barred List check
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are desirable