Job Summary
Join to apply for the Secretarial Assistant – Respiratory role at Buy A Boat Now. This is an exciting opportunity to join the existing Respiratory Administration & Clerical Team at Torbay and South Devon NHS Foundation Trust.
We are looking for an enthusiastic, self‑motivated assistant to provide administrative and secretarial support to the team.
Job Responsibilities
* Communicate effectively in writing and verbally with internal staff: consultants, nursing staff, medical personnel, admin and clerical staff, ancillary staff, and management.
* Communicate effectively with external parties: patients and carers, members of the general public, private practices, other hospitals both in and out of the district, and locum medical agencies.
* Track patient notes accurately and in a timely manner.
* Prioritise work in a busy environment.
* Type clinical and non‑clinical correspondence and reports in accordance with local targets.
* Handle a variety of office duties such as monitoring emails, filing, opening and distributing post, photocopying, and supporting the Heart and Lung reception.
* Accurately manage e‑referrals and email to the relevant consultant on a daily basis.
* Comply with the Trust’s Patient Access Policy and Standard Operating Procedures.
* Ensure that all results, reports, and correspondence are filed accurately and efficiently in the case notes.
* Answer telephone enquiries efficiently and follow through using initiative to handle routine enquiries.
* Notify the designated person to maintain adequate stationery supplies.
* Provide cover for other members of the secretarial and administration team, and other long‑term conditions administration teams as required.
* Use relevant IT systems to register patients, transfer medical records, input clinical letters and care‑planning summaries.
* Enter Referral to Treatment (RTT) pathway events accurately.
* Ensure that all clinical and non‑clinical correspondence is typed within local targets, using the Infoflex system (audio and copy typing).
* Follow up appropriately on outpatient appointments, investigations, waiting lists, and referrals to other departments.
* Identify areas for service improvement and support implementation.
* Escalate any anomalies or concerns to the Admin Team Leader.
Person Specification
Essential Qualifications
* GCSE English & Maths grade C or above.
* Typing ability to a minimum of RSA II (or equivalent).
Desirable Qualifications
* Knowledge of medical terminology.
* Experience of audio transcription.
* Knowledge of PAS/Infoflex systems.
* Previous experience of working in a hospital or medical environment.
Experience and Skills
* Ability to work to deadlines.
* Ability to use initiative and prioritise workload.
* Ability to work as part of a team.
* Excellent organisational skills.
Contract Details
* Band: 2
* Salary: £24,465 per annum.
* Contract type: Fixed term.
* Duration: 6 months.
* Working pattern: Part-time.
* Location: Respiratory, Heart and Lung, Level 2, Torbay Hospital, Torquay, TQ2 7AA.
Employer
Torbay and South Devon NHS Foundation Trust
Website: https://www.torbayandsouthdevon.nhs.uk
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