Job overview
The post holder will contribute to the provision of healthcare by providing a comprehensive and confidential support secretarial service to the Department and may be expected to work on other hospital sites to ensure appropriate service cover at all times; this may include cross site working/cross cover with other departments within the Service Group. Possess excellent communication skills to be able to communicate with patients, colleagues and other departments, using patience, empathy and tact.
•Following appropriate systems, procedures, policies and processes, ensuring efficient and accurate typing skills are performed andthat timely communication is carried out to allow the patients to experience a smooth journey at all times.
•Ensure their workload is managed within the Department in an efficient manner, following Departmental, Health Board policiesand procedures at all times.
•Plan and organise straightforward, sometimes ongoing tasks, process all incoming mail and deal with any matters as delegated
•Carry out routine filing, ensuring that the patients’ notes are up to date and any correspondence and tests results are filed on adaily basis.
•Retrieve, receive and return case notes and organise meetings as required and ensure relevant papers and information prior tomeetings is circulated in a timely manner, to attend meetings and take minutes as required.
Main duties of the job
• Prioritise own workload and work independently within the limits of own role, seeking advice from medical secretary colleagues/manager as required
Improvement, Monitoring, Policy/Service Development
• Assist with implementation of secretarial/ administrative policies for own area when requested.
• Retrieve patients’ notes from the Main Library source or other departments, ensuring efficient case note tracking policy is adhered to.
• Follow Health Board policies and procedures.
Communication.
• Exercise judgement when dealing with patient enquiries to ensure that the service delivered is in line with standard of care expected by the Department.
• handle all forms of communication in a manner that is in line with the Health Boards Values analysing and resolving patient problems, knowing when to seek advice to progress a solution
• Friendly and helpful disposition, awareness of how our own and others’ behaviours impact on people’s experiences and the organisation’s reputation recognise problems and seek solutions whilst understanding the importance of empowering and enabling others (patients, families, colleagues).
• Excellent telephone manner with the ability to adapt communication styles depending on audience and environment to receive information and accurately convey, document or take action based upon the information received. FULL DETAILS IN JD
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
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome.
Person specification
Qualifications & Knowledge
Essential criteria
1. Educated to vocational level 3 or able to demonstrate the equivalent level of knowledge, sills and experience
2. Demonstrable working knowledge of Microsoft packages including Word, Excel, Outlook and Teams.
3. Possess or work toward gaining an understanding of medical terminology
Desirable criteria
4. Commitment to personal development.
5. Knowledge of some medical terminology.
6. RSA/OCR Stage II in audio typing.
Experience
Essential criteria
7. Working to deadlines.
8. Being able to determine priorities
9. Knowledge of filing systems.
10. Experience of dealing with general public in person and by phone.
11. Ability to work on own initiative and as part of a team.
Desirable criteria
12. Working with staff from different disciplines.
13. Previous experience working in a clerical / administrative role within a NHS setting.
14. Experience of using a NHS Patient Administration system (PAS).
15. Experience of audio typing.
Aptitude and abilities
Essential criteria
16. Adhere to and can demonstrate SBU Values & Behaviours
17. Be able to demonstrate tact and diplomacy when working with others be flexible to the demands of departmental staff including unpredictable work patterns, deadlines and frequent interruptions. See and treat others as individuals (patient, families, colleagues) and treats people with dignity and respect.
18. Advanced keyboard use / audio-typing skills
19. Shows resilience, adaptability and flexible approach as situations arise and positivity when times are tough. Willing to seek out learning, give and accept constructive feedback and committed to continuous improvement
20. Shows respect for others’ views and appreciate others’ inputs and encourage colleagues to display our values.
Desirable criteria
21. Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh.
Other Essential
Essential criteria
22. Able to work hours flexibly and travel to other Hospital sites within geographical area.
23. Satisfactory DBS clearance including an Adults and Childrens Barred List check.
24. Ability to work through implementation of new procedures and technology.
25. Carry / move equipment / case notes within manual handling guidelines
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