Main duties of the job
* Liaise with all Clinical Nurse Specialists in your area of responsibility to provide a full secretarial service, including all administrative duties and dealing with mail, placing it in order of priority and acting on matters which can be dealt with without further reference.
* Appropriately disseminate a variety of correspondence/documentation, some of which is highly confidential.
* Type clinical correspondence, treatment summaries and annotations, ensuring compliance with turnaround time and targets and ensuring office instructions are followed.
* Organise and schedule meetings and maintain an up‑to‑date diary for appointments, meetings and interviews.
* Effectively monitor clinic templates, liaising with clinical team and administration staff to ensure clinic numbers are manageable, escalating to the management team when appropriate.
* Answer written and verbal enquiries from patients/relatives, referring enquiries to consultants only when necessary.
* Deal with stressful phone calls which may be emotional or abusive and of a sensitive nature from relatives/patients.
* Liaise with internal and external departments to arrange clinical investigations/procedures.
* Coordinate information between patients involved in trials, the hospital and organising bodies.
* Ensure accurate input of patient details in information databases and the Patient Administration System (Careflow), including routine use of the case note tracking system.
* Receive new patient referrals and organise appointments/admissions and arrange treatment as required.
* Contribute to the management of the waiting list, particularly for patients in the two‑week wait category.
* Co‑ordinate annual leave within the group to ensure clinics are capped or cancelled as necessary for effective clinic management and appropriate nursing staff allocation.
* Assist with training of new staff members within the area as required.
* Ensure case notes are kept up to date and that all investigations and other material (outside notes and films) are available for clinic appointments/admissions.
* Provide information required to support the investigation of litigation cases.
* Provide statistical information to the Information Department as required.
* Work with clinicians, managers and administration staff to review working practices, identify new improved ways of working and find solutions to problems.
* Collaborate with the management team to improve the quality and range of services, with resources being managed according to agreed policies and priorities.
* Ensure all relevant information is available for multidisciplinary meetings for the team.
* Co‑ordinate case notes and reports where necessary.
* Always follow risk management procedures, including the identification, assessment and management of risk within the division.
* Abide by all Trust policies and procedures.
* Take responsibility for own professional / personal development, including participation in ongoing appraisal and personal development planning.
* Understand that this job description is not exhaustive but reflects the main responsibilities of the post holder and may be subject to regular review and modification.
Qualifications
* 5 GCSEs grade C or above including Maths and English or equivalent.
* RSA stage II or III.
Experience
* Experience of working in a health care setting.
* Experience of working as part of a team and in isolation.
* Experience in managing priorities under pressure, to meet service needs and strict deadlines.
* Previous secretarial experience in a medical setting.
* Previous experience of patient management systems.
Skills
* Audio and copy typing.
* Sound knowledge of medical terminology.
* Word‑processing.
* Willingness to attend training courses appropriate to the role.
* Microsoft Office (Excel, PowerPoint).
Knowledge
* Ability to produce accurate, well‑presented work.
* Ability to work as part of a team.
* Organisational abilities to work to tight deadlines.
* Ability to work independently and to use initiative.
* Ability to work under pressure.
* Reliability.
* Flexibility to work within the team where necessary.
Values
* Ability to demonstrate the organisational values and behaviours.
Other
* Excellent interpersonal skills.
* Flexible and pro‑active approach.
* Self‑motivated.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
£28,392 to £31,157 a year (pro rata)
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