Overview
Provide a comprehensive secretarial and administrative support service to clinicians and their associated staff, following all relevant operational policies, procedures and work practices, to ensure the timely processing of all patient related information, including clinic letters, reports, referrals, appointments etc.
Ensure that all work tasks are carried out to a high standard of quality which meets all departmental and organisations' requirements for information governance, data protection and confidentiality.
Responsibilities
* Organise and plan own time, prioritising workload to ensure that all service requirements and priorities are met.
* Adhere to organisational targets relating to waiting lists, patient referrals, elective admissions etc.
* Maintain the electronic diaries of clinicians, organising meetings, study leave, annual leave, etc, using appropriate technology.
* Oversee clinic lists, ensuring that clinics are cancelled when consultants are not available, seeking agreement from clinicians to make amendments to clinic lists (i.e. cancelling and overbooking patients) and amending clinician's rotas where appropriate.
* Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion.
* Organise and oversee the referral of patients to other departments/hospitals for further treatment/investigations/appointments in accordance with clinician's instructions.
* This role supports consultants/clinicians in the Respiratory department at University Hospital Tees, primarily based at UHNT, but cross site if service needs require.
* Taking and typing minutes of meetings and typing of complex documents, discharges, clinic letters, reports, etc for clinicians using appropriate technologies.
* Deal with complex incoming post bringing information to the attention of clinicians and processing as directed.
* Establish and maintain an effective file and 'bring forward' system for work related documentation to facilitate the timely processing of results, responses, information, correspondence and documents.
* Organise and oversee the arrangements for chasing investigation reports, and bringing the results of key importance or abnormality to the relevant clinician.
* Organising the processing of investigation results of key importance or abnormality in accordance with clinician's instructions and the filing of reports in case notes in a timely manner.
* Be proactive in the development of administrative services to support clinical activity and assist in the continuous assessment and review of administrative working practices and procedures.
* Assist in the day to day supervision of support staff under the direction of the Admin Team Leader, ensuring that an effective and efficient service is maintained.
* Assist in the appraisal process and training and development of support staff in their work area by giving appropriate feedback to Admin Team Leaders.
* Assist in the promotion of a healthy, safe and secure working environment for the work team.
* Assist the Admin Team Leader in ensuring that appropriate resources are available within the work area e.g., stationery stocks, equipment etc.
* Any other ad-hoc duties as and when required in line with operational and service needs.
Location and scope
Based at North Tees and Hartlepool NHS Foundation Trust (UHNT), with cross-site work as required by service needs.
Employment and Compliance
Disclosure and Barring Checks (DBS): It is the policy of North Tees and Hartlepool NHS Foundation Trust that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered are required to pay the cost for their DBS certificate. The method of payment for this is via salary deduction from your first month\'s pay on commencement with the Trust. The DBS check will be undertaken during the pre-employment check screening.
Probation: For any new employees commencing employment with North Tees and Hartlepool NHS Foundation Trust, you will be subject to satisfactory completion of a 6 month probationary period. Internal applications and fixed term appointments of less than 6 months are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or a bank member of staff).
Employment References: All applicants are required to provide references covering their last three years employment history including any gaps. Personal references are not acceptable.
Working Hours: If the hours advertised are up to full time (37.5 hours per week), applications are still welcome from individuals seeking to work less than full-time hours and all requests will be considered in line with the post being appointed to for the successful applicant.
Visa Sponsorship: We are able to offer sponsorship for a Health and Care Worker or Skilled Worker visa, subject to candidate and position eligibility. Please review the job eligibility guidance for skilled workers here: Skilled Worker visa: Your job - GOV.UK (www.gov.uk).
We are committed to providing safe, high quality care to patients and supporting staff with an inclusive workplace, health and well-being initiatives, staff benefits and opportunities for personal and professional development. We recognise staff through various awards and recognition schemes and support the Armed Forces Covenant.
We recruit for values and "Together we are North Tees & Hartlepool". We are signatories of the Armed Forces Covenant and support Reservists and veterans in the workplace.
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