To provide comprehensive secretarial and administration support, handling first line enquiries from patients, relatives and staff and tracking investigations from the Emergency Department for an assigned group of clinicians.
Main duties of the job
To provide comprehensive administrative and secretarial support to the clinical team. This includes typing of letters, sending emails, monitoring and tracking investigations requested by the Emergency Department Consultants, to ensure patient safety netting and follow-up arrangements are in place. Taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
Dealing with queries from patients and relatives
Dealing with correspondence from multidisciplinary teams including GPs practices and external agencies, including complaints and legal documents.
Managing diaries for Consultants where appropriate, arranging meetings
All administration duties including typing of letters, filing and post.
Supervision of junior staff
Job responsibilities
Key Responsibilities
1. To provide comprehensive administrative and secretarial support to the clinical team. This includes typing of letters, sending emails, monitoring and tracking investigations requested by the Emergency Department Consultants, to ensure patient safety netting and follow-up arrangements are in place. Taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
2. Dealing with referrals and e-referrals queries, to ensure patients are promptly reviewed and appropriate follow up arrangements are in place, in line with patient pathways.
3. Obtaining medical notes to assist the clinical team with the management of queries, appointments, and audits.
4. Dealing with emails and correspondence from multi-disciplinary teams including GP practices and external agencies pathways. This may also include complaints and medical legal documents.
5. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
6. Liaising with patients and relatives, providing routine information e.g. about referrals, appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.
7. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. e-referrals, appointments/ follow-up arrangements, arranging meetings, and managing diary commitments for clinical team.
8. Provide day to day supervision/management, mentoring and support, as well as on the job training to new or junior staff as required.
9. Maintaining accurate processing and storage of clinical records via both electronic systems and paper based records to include appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.
10. Managing own workload, ensuring compliance with standards relevant to the role and department, ensuring that a quality service is provided according to agreed policies and Standard Operating Procedures, referring to Manager where appropriate.
11. Ordering and maintaining office supplies and stationery, and other stock items as appropriate. This may include cash handling and the authorisation of requisitions within agreed limits.
12. Have responsibility for adhering to all relevant Trust policies, and ensuring that team members do likewise, and proposing practice changes within own area/department.
General office duties, including incoming and outgoing mail, e‑mail, fax, photocopying. Participate in housekeeping of office environment.
* Any other duties required by line manager
Experience
* Experience of planning and organising events e.g. MDTs and case conferences.
* Experience dealing with non‑routine issues such as problem solving, developing alternative or additional administrative procedures.
Qualifications
* Educated to GCSE/O Level standard/equivalent
* RSA/OCR Level II or equivalent
Knowledge
* Excellent knowledge of the full range of Microsoft Office Programmes (i.e. Word/Outlook/Excel/PowerPoint)
* Clear understanding of confidentiality and data protection issues
* Knowledge of internal PAS system
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.
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