Overview
We are looking for Band 3 admin and support typist for our Ophthalmology Team. Fulltime - Onsite Working.
To work as part of a clerical team to support a defined team of Clinicians. Provide a comprehensive, confidential secretarial and administration support service to the Consultants, Medical staff, clinical team and department on a day-to-day basis. This support should normally be provided during the core hours of 8am and 5pm. However, flexibility from core hours may be required and will be determined locally depending upon the needs of the service. Supervise and oversee the workload allocation of the administrative team when required. The post holder will be required to work as part of the administration team and provide cross cover during periods of staff absence within the directorate as and when required. This support should be provided between the hours of 08:00 am to 17:00 unless otherwise specified at a local level.
Responsibilities
* Provide comprehensive, confidential secretarial and administration support for the Ophthalmology specialities and support the Directorate with typing demands.
* Take direction from the Administration Manager and/or Medical Secretary Team to meet administrative demands.
* Ensure all correspondence for the Clinical Team (including clinical letters, discharge summaries, medico-legal reports and results) are typed and dispatched promptly; majority of correspondence is audio/digital dictation.
* Deal with telephone enquiries from patients, relatives, carers and staff, providing information and prioritising queries to ensure efficient service delivery.
* Maintain confidentiality and secure handling of documents and sensitive information.
* Support communication for medical, professional and allied staff within the Trust and with external organisations and patients.
* On receipt of test/investigation results, retrieve relevant patient notes and alert Clinical Teams of any urgent or abnormal results for appropriate action.
* Contribute to Directorate development and maintain cooperation with team members to support efficient Trust functioning.
* Liaise with other hospital departments, GPs and health care agencies as required.
* Demonstrate and supervise workplace activities to other secretarial team members to maintain high service standards.
* Coordinate Clinical Teams' diaries to support effective time management.
* Attend meetings as required to ensure effective communication with service users.
* Maximise use of innovative IT systems and provide cross-cover within the administration team during absences, following organisational policies.
* Provide general administrative services: filing letters/reports in medical notes, photocopying, faxing, posting, sorting daily post, and liaising with other departments as required.
Qualifications/Experience
Note: The description specifies a friendly, hardworking, enthusiastic person and a focus on comprehensive secretarial and administration support. Specific formal qualifications are not listed in the description.
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