Job Summary
To provide a comprehensive medical secretarial service to a consultant(s) and/or group of medical staff in an efficient and timely manner.
Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS at Risk staff throughout Devon who is able to display recent relevant experience as dictated by the Person Specification.
Main duties of the job
1. Following the introduction of voice recognition technology and Medisoft, to take responsibility for clinic admin preparation and distribution in a timely and effective manner.
2. Responsible for the full secretarial and administrative service to the consultant(s) and their medical team (as appropriate).
3. Prioritise own workload.
4. Ensure accurate messages are taken for consultant(s) team and delivered in a timely manner.
5. Undertake routine office duties including note tracing, photocopying, and filing of correspondence and results and maintenance of records as required.
6. Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
7. Ensure all hospital case notes are traced into and out of the department accurately on IPM. Obtain/forward case notes to/from other Trusts as and when required.
8. Be responsible for dealing with all correspondence by keeping a satisfactory record/filing system and ensure all clinic typing is held on the shared drive appropriately named and in the correct folder.
9. Collate results with patient casenotes, ensuring that they are seen and actioned promptly by the relevant clinician.
About Us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
Please note that all communication will be electronic, please check your email account regularly. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Date posted
16 April 2025
Pay scheme
Agenda for change
Band
Band 3
Salary
£24,625 to £25,674 a year
Contract
Permanent
Working pattern
Full-time
Reference number
216-EG-S7091376
Job locations
Royal Eye Infirmary
3 Alpha Way
Plymouth
PL6 5ZF
Job Description
Job responsibilities
1. Following the introduction of voice recognition technology and Medisoft, to take responsibility for clinic admin preparation and distribution in a timely and effective manner.
2. Responsible for the full secretarial and administrative service to the consultant(s) and their medical team (as appropriate).
3. Prioritise own workload.
4. Ensure accurate messages are taken for consultant(s) team and delivered in a timely manner.
5. Undertake routine office duties including note tracing, photocopying, and filing of correspondence and results and maintenance of records as required.
6. Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
7. Ensure all hospital case notes are traced into and out of the department accurately on IPM. Obtain/forward case notes to/from other Trusts as and when required.
8. Be responsible for dealing with all correspondence by keeping a satisfactory record/filing system and ensure all clinic typing is held on the shared drive appropriately named and in the correct folder.
9. Collate results with patient casenotes, ensuring that they are seen and actioned promptly by the relevant clinician.
10. Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
11. Maintain an up to date diary for the Consultants/team. Inform relevant staff of cancelled and reduced theatre and outpatient sessions due to Consultant leave, junior doctors leave, on-call commitments, CME, Audit and Directorate meetings etc.
12. Ensure effective communication with all members of the team.
13. Provide support in respect of consultants clinical audit responsibilities.
14. Ensure outpatient referrals are managed in accordance with the Trusts Waiting List Policy.
15. Required to cover for other colleagues during annual leave/sickness or peak workloads.
16. Ensure that clinic follow up administration is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list as appropriate and internal referrals to other Consultants/departments.
17. Ensure timely typing and despatch of outpatient letters to GPs in accordance with Trust policy.
18. Obtain results ensuring that Consultant /or Medical team see them and action in a timely manner.
19. Ensure that all results, reports and letters are actioned in accordance with Trust Policy and filed accurately in medical notes.
20. Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.
21. Ensure Choose and Book referrals are processed in line with Trust Policy.
22. Be responsible for liaising with the peripheral hospitals, admin and clinical teams to ensure all patients seen by the Consultants are registered on IPM and treated in a timely manner.
23. Supervise the training of support staff.
24. The post holder will undertake any other duties commensurate with the role and grade for this post.
25. Liaise with research team in relation to patient appointments, booking in a time critical manner and maintaining spreadsheets. Attend research meetings with clinical admin manager.
26. Ensure management of PTL (Primary Target List) In line with the trust policy.
Person Specification
Knowledge and experience
Essential
* Previous demonstrable administrative experience
* Demonstrable experience in the use of Microsoft packages i.e. Word, Excel, Power point.
Desirable
* Proven knowledge of patient management systems
Qualifications
Essential
* NVQ Level 3 in Business and Administration or demonstrable equivalent experience
Desirable
* Typing to RSA 3 (or above) standard or equivalent
APTITUDE & ABILITIES
Essential
* Excellent communication and interpersonal skills.
* Ability to work on own initiative but also as a member of a team demonstrating the ability to work unsupervised within stated guidelines.
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications.
Employer details
Employer name: University Hospitals Plymouth NHS Trust
Address: Royal Eye Infirmary
3 Alpha Way
Plymouth
PL6 5ZF
Employer's website: https://www.plymouthhospitals.nhs.uk/
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