Main area Admin and Clerical Grade NHS AfC: Band 2 Contract 12 months (Fixed Term) Hours Full time - 37.5 hours per week (9am-5pm) Job ref 388-7187718-A&C
Employer Torbay and South Devon NHS Foundation Trust Employer type NHS Site Torbay Hospital Town Torquay Salary £23,615 per annum Salary period Yearly Closing 03/07/2025 23:59
Secretarial Assistant
NHS AfC: Band 2
Job overview
Our Secretarial Assistant will provide high quality administrative support to the Ophthalmology Department, working effectively in a team, providing cross cover for colleagues during absence.
You will provide typing, administrative and clerical support to ensure an effective and efficient service in line with Standard Operating Procedures.
You will also help and support the medical secretaries and support the Team Leader to undertake change management, be able to work flexibly to meet the demands of the service and ensure that patients are treated with courtesy, dignity and respect.
Main duties of the job
* · Treat others the way you would like to be treated
* · To act with professionalism and integrity, being a role model to those around us and ensuring everyone has an equal opportunity.
* · Seek out, recognise and value the contributions of your work colleagues
* · To be honest and learn from mistakes. Help to create a “no-blame” culture where people feel able to share and learn from experiences together
* · Act with professional integrity at all times
* · Take personal responsibility and be accountable for your actions
* · To work as part of a team demonstrating effective communication and working collaboratively with colleagues inside and out of the department to achieve the team goals
* · Show empathy, sensitivity, compassion and understanding at all times
* · Listen attentively and respect others in conversations
* · Commit to working together with your colleagues to improve the patient experience
* · Endeavour to continuously improve and implement change positively. Create a culture of curiosity and openness
Working for our organisation
The Ophthalmology department consists of 13 Consultant Ophthalmologists, 2 Associate Specialists, 1 specialty doctor and 1 GP practitioner. There are also resident doctors ranging from ST1s to ST8s including Belgium Fellows. The Orthoptic department consists of 2 Head Orthoptists and an orthoptist team; as well as Allied Health Professionals and Specialist Nurses.
The department is supported by a Practice Manager, 2 Admin Team Leaders, a Eye Surgery Unit supervisor, a team of B3 and B2 secretaries plus B3 receptionists/admissions.
The Ophthalmology service is very busy and the admin teams are key to ensure things run smoothly and efficiently. It is therefore imperative that each member of the team works well under pressure and as a team player but equally as important that they are able to work independently and prioritise workload effectively.
One of the main rewards of this role is knowing you have made a difference and enhanced a patient’s experience within the Ophthalmology Department.
Detailed job description and main responsibilities
•This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care
• To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GP’s and other external agencies
•Communicate effectively in writing and verbally on a daily basis
•To answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries
•To provide support to new members of staff
•Ensure mandatory training is kept up to date
•To ensure that all filing including emails is completed accurately and efficiently
•Tracering of patient notes accurately and in a timely manner
• Prioritising work in a busy environment
•Ensure patients are put at the heart of the service
•To type clinical and non-clinical correspondence and reports in accordance with local targets
•To ensure results/reports/correspondence are filed in case notes in line with Health Records Standards
•To ensure e-referral worklists are monitored and actioned daily
•To enter Referral to Treatment (RTT) events accurately and in a timely manner. This includes updating clinic outcomes, adding review status’s, plus completing Inter Provider Transfers where required
•To undertake a variety of office duties, such as monitoring and dealing with emails received via shared email accounts, filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department
•Ensuring patient files are tracered accurately
• Any other appropriate duties/tasks as requested by management
•To contribute to the development of policies and processes as required., supporting continuous quality improvement and identifying areas for service improvement
• To comply with the Trust’s Patient Access Policy and Standard Operating Procedures
•To support the delivery of agreed service outcomes
•To ensure computer equipment is in good working order
• To notify the designated person in order to maintain adequate stationery supplies
•To make Team Leader aware of any damage to any equipment within the Department
• There are no responsibilities for line management of staff or budget control
• Ensure relevant training is completed in order to use Trust IT computer systems
•To use the relevant Trust IT computer systems to maintain patient records
• To provide cover for the medical secretaries and other members of the secretarial and administration team as required
Person specification
Essential and Desirable
* Good standard of education - GCSE in Maths and English or equivalent
* Good standard of keyboard & IT skills
* Experience of administrative duties
* Experience of providing a customer focused service
* Knowledge of Microsoft Office software
* Ability to work on own initiative as well as part of a team
* Able to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
* Ability prioritise own workload and achieve deadlines
* Ability to carry out duties sometimes in stressful and demanding situations
* Ability to maintain confidentiality
* NVQ in Administration
* Knowledge of Trust Patient Administrative and Information Systems & Computer Software (Choose & Book, Galaxy, IHCS, MediSIGHT)
* Understanding of Patient Tracking List (PTL)
You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.
If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.
IMPORTANT INFORMATION
* We reserve the right to close vacancies early if we receive a high volume of applications. Therefore, we encourage you to apply promptly.
* Please read the job description carefully and tailor your application to reflect the requirements of the role.
* Applicants who identify in their application form they are a part of the Armed Forces community will be guaranteed an interview, provided they meet the minimum essential criteria outlined in the job description and person specification for the role. Step into Health guidance can be found on our NHS Employers website.
* Correspondence will be sent via Trac, text, and email. Please ensure you check your email and Trac account regularly.
* Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band.
* If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
* It is your responsibility to ensure the timely receipt of appropriate references.
The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity. No person (staff, patient or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.
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