Surgical Secretary, Band 3 - Colorectal Surgery
Employer:
NHS Jobs
Location:
Gloucestershire, GL1 3NN
Pay:
£24,937.00 to £26,598.00 per year, £24937.00 - £26598.00 a year
Contract Type:
Contract
Hours:
Full time
Disability Confident:
No
Closing Date:
27/03/2026
About this job
KNOWLEDGE, SKILLS & EXPERIENCE
Educated to GCSE grade C or above (or equivalent) in English & Maths
IT experience of Microsoft Office packages
IT capable to ensure proficient use of hospital computer systems
An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
Proven organisational skills with the ability to prioritise workload and ability to work to deadlines in line with Trust targets
Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
Good interpersonal skills for dealing with people internal and external to the organisation
Ability to work flexibly within a team
Ability to work quickly and accurately
Ability to use own judgement and initiative as appropriate GENERAL DUTIES
Providing a comprehensive secretarial support to a busy consultant surgeon whilst being the first point of call for patients, GPs, family members and other professional colleagues and organisations.
Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Secretarial Supervisor.
Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc, to ensure that RTT guidelines are achieved for patients.
Overseeing and managing elective waiting lists for inpatient and outpatient care alongside the utilisation of theatre lists.
Checking of clinic outcomes to ensure accuracy
To work with the Central Booking Office to ensure that clinics are utilised to capacity.
SPECIALITY SPECIFIC SUPPORT
Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.
Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc.
This may include setting up training days, teaching sessions, organising visitors, etc.
* Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals etc SERVICE IMPROVEMENT
* Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork.
Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.
Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or elevate appropriately.
TEAM WORKING
* To work cohesively with colleagues to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
* To cover colleagues during absences/annual/sick leave as directed by lead management.
You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
Undertaking routine office duties including electronic note tracking, photocopying, faxing, and filing of correspondence and results and maintenance of records
Assist in the training and induction for new and existing colleagues
Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate
Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.
Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.
COMMUNICATIONS & WORKING RELATIONSHIPS
Medical staff both junior and senior including consultants
Nursing staff
Patients, carers and relatives
Other medical secretaries/ward clerks
Health Records
Pathology
Radiology
GPs and GP practices
Management, including Lead Co-ordinator and General Management team
Other NHS organisations
External bodies, such as solicitor practices, DVLA, social services, police, coroner's office etc
PERSONAL DEVELOPMENT
Fully participate in the Trusts appraisal system review and personal development planning process on an annual basis (for an apprentice this may be more often)
Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process
Achieve and demonstrate agreed standards of personal and professional development within agreed timescales
Contribute positively to the effectiveness and efficiency of the teams in which he/she works
Contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies
PHYSICAL EFFORT & WORKING
Movement of medical notes on a daily basis (Manual Handling Training Provided). This can range from one set of notes to bags weighing up to 15kg
Exposure to occasional unpleasant working conditions due to extremes of office temperatures and ward odours.
Use of Visual Display Unit (VDU) on a daily basis (Workstation assessments undertaken), will be sitting at the desk all day.
Dealing with sensitive and confidential information
The work pattern may be unpredictable due to interruptions.
High levels of concentration are also required when audio-typing.
Priorities can change during the day.
NB This job description is not intended to form part of the contract of employment or to be a complete list of duties and responsibilities, but is a good guide for information to the job.
It will be periodically reviewed in the light of developing work requirements in the department.
The officer in the post will be expected to contribute to that review.
Jobs are provided by the Find a Job Service from the Department for Work and Pensions (DWP).
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