ThePlastic and Reconstructive department is looking for an enthusiastic andhighly motivated individual to provide secretarial support to a team in afull-time role on a permanent basis. If you want to work in a busy officeenvironment as part of a team that is committed to providing an effective andefficient admin service to the patients and clinical teams within PlasticSurgery, then we want to hear from you.
Thevaried workload requires a flexible approach to work and the ability tomulti-task, whilst maintaining a professional attitude and high standards ofcustomer care.
Thesuccessful applicant would be based at Leeds General Infirmary.
Main duties of the job
Themain duties of the role support the delivery of the Plastic Surgery ClinicLetters, working on the reception desks L46, typing patients letters to atrust standard, and updating details on the Patient Administration and othersystems will all be key parts of the role (amongst others). You would beproviding a service to our patients face to face, through telephone calls andvia email.
About us
OurPlastic and Reconstructive Surgery team care for adults and children withmany different conditions. We have one of the largest microsurgery servicesin the UK providing pioneering treatment of the highest calibre.
Wehave the largest childrens hand surgery service within the UK, offering acomprehensive package of care. This includes Childrens Hand Surgery, upperlimb spasticity and Erbs Palsy We have a dedicated Hand Surgery unit.
Oursurgeons performed the first-hand transplant in the UK, with the support ofhealth professionals within Leeds Teaching Hospitals.
LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.
Job responsibilities
JOBPURPOSE/SUMMARY
Toprovide a comprehensive and high quality medical secretarial service tosupport clinical teams (Consultants, their medical teams e.g. junior medicalstaff or specialist nursing staff as appropriate) in delivering high qualitycare to the patients of Leeds and beyond. This role will additionally make akey contribution in improving the patient experience by supportingDirectorate teams with the movement of patients through their 18-week pathwayor other national waiting time standards as appropriate.
Thepost-holder will:
Work as part of a team to ensure that all clinical correspondence is turnedaround in a timely manner to allow patients to move through their pathwaywithout any delays
Work with Consultants and their medical teams.
Manage their workload in line with departmental requirements or as identifiedby the Senior Medical Secretary.
Deal with patient enquiries.
Play a key role in ensuring that patients move systematically through theirpathways by ensuring that the next steps are in the pipeline.
PRINCIPALDUTIES & AREAS OF RESPONSIBILITY
ClinicalCorrespondence & Support to Clinical Services
Typing/proof reading clinical correspondence relating to outpatient andinpatient attendances and other patient related correspondence on behalf ofthe consultant and clinical teams.
Use a range of IT skills to support the clinical work of the consultant e.g.use of databases and spread sheets.
Support administrative process as deemed appropriate by the PSC.
To support the clinical teams in the delivery of excellent patient care byactively working with colleagues and other Departments to ensure that allpatients registered within the service are proactively supported throughtheir patient journey (This would include but is not limited to: ensuringthat follow-up and/or discharge appointments have been made for patients whenrequired escalating to the Patient Services Co-ordinator where appointmentshave been booked outside the requested timescales).
Any other general administrative duties associated with theconsultant/clinical team outpatient and inpatient workload.
Answer phone calls and deal with enquiries relating to patients and clinicalwork from a variety of sources, directly resolving where possible ortransferring to appropriate personnel.
Liaise with GPs, hospital staff and others on behalf of consultant inrelation to clinical workload.
In conjunction with other Team Medical Secretaries and under the supervisionof the Patient Services Co to work collectively as a team proactivelyplanning workloads to meet different deadlines and timescales.
Create and maintain appropriate record systems relating to clinical workloade.g. tests and results spread sheets
Provide guidance to clerical support officers as necessary.
Ensure that health records are tracked on entering and leaving the Departmentand stored in an appropriate manner in line with Trust Policy and patientconfidentiality.
Ensure that health records are maintained to a high standard at all times.All documentation and investigation results must be securely filed in thecorrect section in chronological order. Support Data Quality Indicators byensuring that patient information is accurate and updated on relevant paperand computerised systems.
Access information systems to obtain clinical information as required by themedical teams including investigation results or other information e.g. fromresults server, PPM or WinDIP.
Work as part of the team to ensure that all phone calls are answered withinthe department during core office hours.
Provide information to PSC/Assistant PSC, as appropriate, relating toworkload and work outstanding.
Provide cover for other team secretaries/clerical staff when on annual leaveor sick leave.
Person Specification
Skills & behaviours
* Interpersonal and communication skills
* Ability to deal with enquiries in an appropriate and supportive manner.
* Ability to deal with sensitive and emotive information
* Prioritising and managing workload to meet deadlines
* Organisational skills and time management
* Understanding of customer care principles
Experience
* Secretarial experience
* Using Microsoft office packages including Word, excel and PowerPoint
* Use of patient information systems, such as PAS
* A broad understanding of medical terminology and its use within clinical correspondence
* Data Protection Act in relation to patient confidentiality and the appropriate care of patient information
* Use of PPM and other department-relevant systems e.g. Mosaic
Qualifications
* GCSE Grade C or above (or equivalent e.g. AMSPAR Level 2) in English and Maths
* Audio typing/Word Processing Skills RSA II or equivalent experience
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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