We are looking for a reliable and enthusiastic individual with a high standard of organisational skills and excellent typing skills to provide an efficient secretarial service to the Urology Department based at Weston General Hospital.
The post is for 37.5 hrs. per week (Working Monday -> Friday).
Main duties of the job
The post holder must have extremely good computer and communication skills, as well as being a team player and have an ability to use their own initiative. Being an extremely busy department, the ability to work under pressure and be able to prioritise changing workloads is absolutely essential for this role.
Previous secretarial experience is essential and experience in a Medical Secretary role with knowledge of medical terminology would be an advantage.
Typing experience is also essential for this role as well as advanced knowledge/previous use of MS Office.
About us
This role is to support our Urology team within the Anaesthesia, Surgery, Critical Care and Renal Division (ASCR). You will work within a team to provide secretarial and administrative support. You will liaise with all staff within the ASCR department to ensure the smooth running of the service working to deadlines, dealing with daily queries including telephone management and cross cover to manage annual leave and sickness absence.
Job responsibilities
* Promptly answer telephone enquiries, taking and relaying messages in a polite and helpful manner, taking action as appropriate. This will include enquiries from patients, their GPs and community hospitals.
* Responsible for typing clinic notes/reports and general correspondence, recording case notes and other tasks required by the department (proofreading/editing using the Trusts Digital Dictation system)
* To ensure the outcome of patient attendance has been recorded correctly on the electronic patient records
* Use the relevant computer systems and Patient Administration System (PAS) to accurately input and retrieve patient information, updating demographics where necessary
* To deal with enquiries from all service users in a helpful, courteous and diplomatic manner.
* To receive and process incoming mail (including electronic) as necessary, sorting and prioritising items, ensuring all clinical reports and referrals are brought to the attention of the Senior Medical Secretary
* To ensure that patient confidentiality is maintained at all times.
* To liaise with partner organisations to assist facilitate the treatment of patients. This includes liaison with primary, secondary and tertiary care providers.
* To liaise with Cancer Services MDT Coordinator(s) to ensure that all patients with suspected/confirmed malignancy are treated in accordance with the updated cancer strategy.
* Receive, sort and prioritise daily correspondence
* Check and sort investigation reports and pass information onto the clinical team as required
* Ensure documentation is sent to GP as required and letters and results to GP and patients as required
* Maintain good communication with the directorate team in order to achieve efficient teamwork
* Contribute to the review of administrative and clerical functions within the department and make recommendations to enhance the service provision for all users of the department
* Photocopying/filing and other administrative duties to ensure the efficient running of the office
* Prioritise sometimes conflicting directorate requirements, independently of, or with consultants and other secretarial support to meet deadlines i.e. 5 day turnaround for clinics
* Organise meetings, including the booking of rooms as necessary, for the clinicians/nursing staff and their teams as required
* Act as a contact point, liaising with patients, medical and nursing staff and other external agencies dealing with queries competently and professionally, taking action when appropriate in accordance with Data Protection
* To provide secretarial cover and undertake general office duties as necessary within the department
* To effectively deal with incoming mail for clinicians/nursing staff
* If required, cancel patient appointments as requested and ensure that they are rescheduled in accordance with Trust policy as directed by the Senior Medical Secretary
* Provide cover for colleagues across the specialty/clinical directorate during periods of planned annual leave and sickness
* Adhere to all Trust policies including Infection Control, Hygiene Code, Data Protection Act, Uniform Policy, taking appropriate account of patients rights and diversity and ensuring fair access to services.
* Such other reasonable duties, appropriate to a Band 3
Please see job description document for further information
Person Specification
Education/Training/Qualifications
* Good general education including GSCE in Maths and English (or equivalent)
* RSA or equivalent typing qualification or demonstrated extensive experience and skill
* Knowledge of medical terminology
Work Experience
* Previous secretarial experience
* Recent working knowledge of Microsoft Office package, including, Word, Excel and Outlook
* Experience of working under pressure
* Experience of using Hospital Systems
* Experience of working in a patient/customer focused environment
Knowledge/Skills/Abilities
* Excellent organisational skills & ability to work to tight deadlines
* Typing Skills & ability to work with a high degree of accuracy and attention to detail
* Ability to communicate clearly and effectively (written and verbal)
* Ability to review complex data
Personal Qualities/Special Circumstances
* Able to promote good working relationships amongst team and colleagues
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.
Performance & Operations Manager - Weston
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