Job Overview
The successful candidate will join and contribute to a dynamic and busy Medical Team. The role will be working closely with Consultants and their juniors as well as liaising closely with other members of the team supporting the delivery of high quality patient care.
The role will involve working closely with administrative, other secretarial, nursing and medical colleagues to provide a comprehensive secretarial support service. The post holder will be required to undertake audio typing of clinical letters, other annotation, medical records handling, filing and other administrative tasks. You will need to have good attention to detail, communication and interpersonal skills. You must have the ability to work as part of a team as well as independently; using your initiative to contribute to the smooth running of this busy area. The post holder must have the ability to manage their workload efficiently and effectively.
Candidates must be able to maintain patient confidentiality and ensure a high standard of customer care at all times.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Main duties of the job
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 own workloads.
The post holder will deal with relevant correspondence, telephone or personal enquiries efficiently and effectively.
Contribute to projects or duties to ensure excellent service delivery as directed by the senior secretary/line manager, consultant or other colleagues.
When applicable have the ability to coordinate duties and tasks remotely as a medical secretary could be at various locations across the Health Board.
Work with the senior medical secretary to instigate/agree escalation procedures where standards fall below a satisfactory level and agree new interim key performance indicators.
The post holder will be expected to undertake any additional duties and responsibilities to ensure that service delivery is effectively maintained.
Working for our organisation
We are committed to promoting equality and diversity, and are proud to welcome applicants under the “Disability Confident Employer” scheme.
Detailed Job Description And Main Responsibilities
The post holder will be a key member of the Medical secretary team providing an accurate and confidential administration service to the Clinical Specialty and its associated work streams. The post holder will support the consultants, junior medical staff and other health professionals with the creation of best practice and processes, supporting diary management, workload and co-ordination of appointments and admissions related information for patients and carers.
The post holder will have good accurate typing skills, and will ensure that the speciality maintains efficient filing and recording of information systems. Will plan and organise own time, adjusting clinic appointments for patients ensuring notes are ready for clinics as necessary.
Collect and collate information as directed by the Senior medical secretary and/or administration manager.
Act on own initiative to prioritise and plan own workload to meet service level agreements and key performance indicators and will reflect on and improve own performance, supporting change management and improvements to procedures and service developments.
The post holder will adhere to standard operating procedures and protocols and will advise and support colleagues on these, making judgements requiring a number of options, using experience from a broad skill base related to their practice.
The post holder will monitor and review any patient forms /details and items pending further action, chase outstanding responses and information. The post holder will provide information and advice to patients and relatives about admissions and appointments.
Capture and transmit information using electronic communication media, working to agreed protocols/standard operating procedures within each speciality working autonomously.
The post holder will accurately input and maintain the patient administration systems ensuring data quality at all times.
The post holder will process documents accurately and efficiently using digital dictation, analogue dictation and as directed by the clinician and will demonstrate self-directed development and practice of patient administrative systems, whilst undertaking tasks that will require individual to exercise judgement and expertise.
Take and transcribe minutes and process documents whilst providing clerical support for data input ensuring data quality throughout.
Responsible for sharing relevant information within the team, making self and others aware of data related to tasks and activity where appropriate.
Take patient bookings and enter accurately onto the patient administration system, recalling facts and awareness of policy and legislation, legal and ethical issues throughout, sharing with colleagues and supporting administration when appropriate.
Performing, administrative tasks the post holder will have the responsibility for safe use of equipment and resources used by self or others (e.g. will report any defects in equipment through the IT Helpdesk Service).
Person specification
Qualifications
* NVQ Business Administration L3 or equivalent experience
* RSA /OCR level 2 or equivalent experience (must be a proficient user of Microsoft word)
* IT related qualification CLAIT plus /ECDL or equivalent
Desirable criteria
* AMSPAR – City & Guilds L3
Experience
Essential criteria
* Knowledge of a range of administrative processes
* Experience of working in a busy office environment
Desirable criteria
* Experience of working within the NHS
Skills
Essential criteria
* Competently communicates professionally and effectively with all levels of staff both verbally and in writing
* Proficient in use of Microsoft office applications
* Experienced in planning organising and prioritising own workload
* Flexible and adaptable to changing service demands
* Excellent organisational skills
Desirable criteria
* Minute-taking skills
Knowledge
Essential Criteria
* Evidence of Continual Personal development
* Ability to deal with sensitive information
Desirable criteria
* Knowledge of NHS Organisations
* Medical terminology
Personal Qualities
Essential Criteria
* Team player
* Approachable /Friendly Confident manner
* Reliable
* Develops own practice through reflection and learning
* Empathetic
Other Relevant Requirements
Essential criteria
* Able to travel to meet the requirements of the post
Desirable criteria
* Welsh Speaking
Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.
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