Overview
We are looking to recruit an enthusiastic, self-motivated Secretarial Assistant to provide administrative and secretarial support to the team. Act with professionalism and integrity, be a role model, and ensure everyone has an equal opportunity. Provide a service tailored to meet the needs of patients/customers and remain adaptable and responsive. Provide high-quality customer service in line with relevant legislation and NHS Employment check standards.
Responsibilities
* Work as part of a team, demonstrating effective communication and collaboration with colleagues inside and outside the department.
* Acknowledge the need to continually deliver greater value to customers; be honest about challenges and foster curiosity and openness.
* Connect with people from diverse backgrounds and invite them to share ideas; be curious and creative about new possibilities while identifying what works well.
* Help develop and foster a learning environment where feedback is welcomed and valued.
* Type clinical and non-clinical correspondence and reports within local targets; undertake a variety of office duties (emails, filing, post, photocopying, reception support, data inputting, moving/locating patient notes).
* Accurately deal with E-referrals and email relevant Consultants; comply with the Trust's Patient Access Policy and Standard Operating Procedures.
* Ensure all results/reports/correspondence are filed accurately and efficiently in case notes in line with Health Records standards.
* Answer telephone enquiries efficiently and follow up using initiative for routine enquiries.
* Monitor and maintain stationery supplies and provide cover for other secretarial/administration team members as required.
* Use IT systems to register patients, transfer medical records, input clinical letters and care planning summaries as required.
* Enter Referral to Treatment (RTT) pathway events accurately and monitor Inter Provider Transfers (IPT); review statuses at every patient interaction.
* Support service improvement initiatives and ensure follow up actions such as outpatient appointments and waiting list management are completed.
* Escalate anomalies or concerns to the Admin Team Leader.
Working for our organisation
The Respiratory Department at Torbay Hospital is based in the Heart and Lung Unit. We work as a close multi-disciplinary team consisting of Consultant, nursing staff, administrative team, Specialty Doctors, and Specialist Registrars. We carry out assessment, investigations and treatment of patients with respiratory conditions.
Why work with us
Details about this position, the hospital’s approach and the team environment are provided in the job description and person specification. We are a Carer-friendly employer with flexible working where possible and a Carer’s Passport scheme.
Requirements / Qualifications
The ideal candidate will have a good standard of education to include GCSEs in Maths and English (Grade A to C); desirably RSA/OCR II typing skills or equivalent with the ability to type a minimum of 40 wpm, including audio typing. You will need to be a team player with customer care experience, knowledge of Microsoft applications, and experience working with patient records using hospital databases such as PAS and Infoflex (training will be provided). Good computer skills are essential for this role.
Additional information
Full vacancy details can be found on the attached Job Description/Person Specification. The organisation is committed to preventing discrimination, valuing diversity and equality of opportunity. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.
The Trust reserves the right to close vacancies early if high volumes of applications are received. Applicants who identify as part of the Armed Forces community will be guaranteed an interview if they meet the minimum criteria. Correspondence will be sent via Trac, text and email. Applicants with no NHS experience will normally be appointed to the minimum of the band. If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful. It is your responsibility to ensure timely receipt of appropriate references.
This is an exciting opportunity to join our existing Respiratory Administration & Clerical Team with Torbay and South Devon NHS Foundation Trust.
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