Job overview An exciting opportunity has arisen within the Neurology Department to join our existing administrative team on a fixed term basis until April 2027. We are looking for individuals ideally with medical secretarial experience in a hospital or clinical environment that are able to work both within busy teams and on their own initiative. We are looking for an enthusiastic, motivated individual with excellent typing, organisational and interpersonal skills. The successful candidate will work closely with the administrative and clinical teams. You should have a professional attitude towards work and have the ability to work flexibly in a busy environment. To provide a full range of medical secretarial and personal assistant service to consultants and their team. Manage own workload, demonstrate efficient organisation and oversee the smooth effective operation of the office. To work autonomously within a team, providing full organisational support to the consultant’s practice and their team. To ensure procedures and working practices are in place so that the speciality and Trust can deliver a service that meets the standards and targets that have been set. To provide a considerate, patient focussed service in all dealings with patients and with staff around the hospital and throughout the whole system. Advert Main duties of the job you will be responsible for: Producing accurate and timely clinical correspondence via a dictation programme Providing comprehensive secretarial support and assistance The key aspect of your role involves dealing with the public and professionals. You must therefore be able to demonstrate good interpersonal skills. Your duties will also include using the digital dictation system, use of IM&T systems for data entry and dealing with telephone enquiries. Our administrative staff provide essential support to clinical teams striving to ensure the patients’ experience is what we would expect for our own family and friends. Because we understand and value the contribution of administrative staff in our teams we invest in training and development to make sure our staff are equipped with the right skills and knowledge to cope with the demands of the role. Working for our organisation Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure. We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley. The Care Quality Commission (CQC) have given us an overall rating of Outstanding. Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us. Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible. A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo Detailed job description and main responsibilities To undertake a full range of secretarial duties for consultants and their team. To produce and forward all patient letters, and other correspondence in line with current standards using audio typing and/or dedicated software. To deal with all post, e-mails, results etc on a daily basis and prioritise as necessary to ensure consultants and their team are aware of urgent results and information. Take responsibility for all new referrals; liaise with the appointment centre staff and other coordinators such as specialist nurses and cancer MDT coordinators, other nursing and medical staff to ensure new referrals are promptly seen/treated in line with the current guidelines. Make appointments as required. Prepare relevant notes, results and scans for clinics. Use initiative to obtain missing details, results and x-rays. To understand the full patient pathway, and the impact of local decisions on this pathway by having thorough knowledge of working practices, medical treatments, associated speciality(ies), and departments. Understand and work to achieve the national and local standards and guidelines for patient care (e.g. two week wait rule, inpatient and outpatient waiting targets, targets for investigations, turnaround times for correspondence, 62/31 day cancer targets, etc); To play a key role in establishing and implementing local policies and procedures that ensure working practices meet the above standards/targets and is centred around the Patient Take responsibility for amending a patient’s pathways wherever possible and escalate as necessary. Understand the implications of Patient Choice and electronic booking and proactively manage changes that will need to be incurred in the speciality. To be aware of funding arrangements and ensure funding is confirmed for patients out of area / out of contract, in close liaison with general/speciality manager and PCT Liaison offices. To make arrangements relating to patient admissions in liaison with admission staff, diagnostic departments and transport desk as required. To take all telephone calls from patients, relatives, members of the public and other professional organisations in an efficient, tactful and compassionate manner. Listen to and manage patient concerns. This involves listening to and as far as possible resolving situations that can be highly distressing to patients/relatives who may be upset, angry or concerned. Provide information to patients as agreed with the consultant, and in close collaboration with the team. Understand of the complaints procedure and use initiative to resolve complaints from patients and any other individuals as far as possible. Escalate outstanding concerns as required. Manage the implications of annual leave, organise the amendment of clinics, other fixed commitments and arrange cover for consultants during their absence. Provide a comprehensive personal assistant service to consultants. This may involve diary management, arranging meetings, travel and conference details as required. Regulate out-patient clinics as required. To maintain efficient filing and information tracking systems to ensure continuity of care, including electronic case note tracking. Send out information leaflets where appropriate and provide telephone information/advice to patients as agreed within the team and in accordance with guidelines. To utilise the Trust’s Patient Administration System (OASIS) and other information systems (e.g. Telepath) as required. Ensure patient information has been entered correctly and amend as necessary. To provide short-term, emergency cover for other secretarial staff as required. Supervise and train agency and bank temporary staff and provide appropriate checks to ensure that standards are maintained., Day to day supervision and training of medical secretarial staff and/other clerical staff. Support the induction of junior doctors Collect and capture audit data as required. Assist General / Speciality/ Officer Manager or Consultant with statistics and information requirements on spreadsheets and power point presentations. To liaise with other departments within the RSCH, liaise and co-ordinate with GP practice staff and staff in other hospitals as necessary. Be willing to adjust own working practices and support speciality wide and trust wide changes that will occur e.g. as a consequence of implementation of Connecting for Health (CfH), the national programme for IT. (this may require further training). Ensure that the supply of stationary and office equipment is well maintained with particular emphasis on waste. Take responsibility for ordering stationary. Attend and contribute to specific working groups and policy forums (e.g. Trust Secretarial Group, Patient and User Involvement Strategy Group, Patient Line of Sight Teams. Any other duties appropriate to the grade and nature of the post. Agree individual Personal Development Plan with line manager