Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD.
An exciting opportunity has arisen within the MH Older Adults Service for a Medical Secretary. To provide a comprehensive, high quality medical secretarial and administrative service to the Department, team and specialist teams, will provide an expert administration service to the clinical specialty and its associated work streams.
The post holder will support consultants, junior medical staff and other health professionals with the creation of best practice and processes, supporting diary management, co-ordination of workload and of appointments and admission related information for patients and carers and other health professionals and will;
• Co-ordinate and maintain arrangements to facilitate the patient’s progression along a defined pathway.
• Maintain the office organisation and monitor the workload related to the administration team.
• Collect and collate information relevant to the patient and the service, for example waiting times, RTT, DNA/CNA statistics, backlog and length of stays as well as delayed transfers of care etc and report on statistics as directed by the line manager.
• Lead and contribute to the effective application of administration skills in their area of work with a high degree of technical proficiency and will ensure that the speciality maintains an efficient throughput of work.
• Ensure all administration duties relating to the patient pathway are adhered to as per the department Standard
Main duties of the job
Using own knowledge and experience maintain and improve the office organisation and will delegate and monitor the workload related to the medical secretary administration team
• Will plan own time to ensure that patient pathway administration is a priority ensuring the patient pathway is followed through to
completion
• Responsible for informing and updating the team with relevant information, making self and others aware of data related to tasks
and activity. Coordinate duties and tasks remotely as a Medical secretary could be at various locations across the Health Board.
• Monitor, share and coordinate workload for the team as necessary with the aim to reduce delays and backlogs when appropriate.
• When required arrange meetings and associated paperwork, taking and transcribing minutes, distributing agendas, paperwork and
approved minutes effectively in a timely manner.
Working for our organisation
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.
Detailed job description and main responsibilities
Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh.
Person specification
Qualifications
Essential criteria
1. Educated to vocational level 4 or able to demonstrate the equivalent level of knowledge skills and experiences
2. RSA /OCR level 3 or equivalent qualification/experience
3. Knowledge and ability to use Microsoft office applications
4. Medical Terminology
Desirable criteria
5. Knowledge of Referral To Treatment process (RTT)
6. ILM Level 2
Experience
Essential criteria
7. Experience of coordinating administration activities.
8. Experience of working as a medical secretary
9. Experience of organising workload and people
Desirable criteria
10. Experience of working in within the NHS
Aptitude and Ability
Essential criteria
11. Excellent communication skills
12. Excellent customer service skills
13. Minute taking experience
14. Excellent organisational skills
Desirable criteria
15. Ability to speak Welsh
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Welsh language skills are desirable