Detailed job description
and main responsibilities
1. Ensure that the telephone is always attended during normal working hours, if only with a message facility in the absence of the post holder.
2. Deal appropriately with telephone calls from GP's, patients, medical staff, nursing staff, hospital departments etc.
3. Liaise with General Practitioners/stakeholders regarding patient care and pathways.
4. Liaise with other hospitals and agencies regarding the transfer of patient’s ongoing care.
5. Take calls from anxious and distressed members of the public or staff, requiring skill and sensitive handling, without recourse to others other than in exceptional cases.
6. To provide a full comprehensive secretarial service to the Bariatric Service, Consultants and the clinical team
7. Maintain a rota of leave for the consultants and the team. Ensure that appropriate departments and individuals are notified of the leave and communicate cover arrangements, as appropriate within the speciality
8. to co-ordinate leave and cover, liaising with line manager as needed. To ensure the accurate recording of annual leave and sick leave.
9. To take initiative in the organisation, administration and communication to minimise the demands upon the clinical team.
10. Deal appropriately with telephone calls/emails from GPs, patients, medical staff, nursing staff, hospital departments etc.
11. Dealing with queries involving confidential documents regarding a wide variety of information, recognising when issues should be referred, and to whom.
12. Ensure that all patients attending the Out-patient clinics have undergone all necessary investigations and that the results are available at the patient’s attendance times.
13. Arrange investigations for patients with the appropriate department, advising patients by letter or telephone and obtain results.
14. Ensure that all reports and investigations are correlated and available on the electronic hospital system, (TEAMS).
15. Draw the Consultant/Medical Staff’s attention to any results of key importance or abnormality within the guidelines agreed, and the post holder will then action any results within specified procedures.
16. Ensure all relevant information is obtained for patients to be discussed at the Multidisciplinary Meetings.
17. It may be necessary for the post holder to cover their colleagues whilst on annual leave and perform duties advised by the Consultant Secretaries Manager.
18. Adequate information must be conveyed for others to be able to stand-in for the post holder in their absence.
19. It is the responsibility of the post holder to inform the Team Manager (Surgical Secretariat) of any fluctuations in the workload, and report as early as possible any difficulties arising from an inability to complete work in time or effectively.
20. It may be necessary for the post holder to assist with their colleague’s workload – this encompasses all specialities within the Surgical Secretariat.
Person specification
Qualifications
Essential criteria
21. Minimum 4 GCSE’s including English or equivalent
22. RSA II or equivalent touch typing/computer skills
Desirable criteria
23. NHS Experience
Experience
Essential criteria
24. Understanding of secretarial procedures
25. Understanding of Microsoft Office applications
26. Secretarial experience
Desirable criteria
27. Computer qualification
28. Experience of working with Teams
29. NHS experience
30. Audio typing