To provide a comprehensive medical secretarial service to consultant and/or group of medical staff and other clinical staff in an efficient and timely manner
Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.
Main duties of the job
Provide and deliver a high standard of full secretarial service to the Consultant and/or group of clinical staff using a varied range of work procedures.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment manager for this post who will put you in touch with the recruitment team. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job responsibilities
1. Prioritise own workload including the typing of clinics, discharge summaries and medical reports.
2. Ensure effective communication with all members of the multi-disciplinary team.
3. Sort and deal with all correspondence, keeping a satisfactory record and filing system.
4. Collate results with patient casenotes, ensuring that they are seen and actioned promptly by the relevant clinician.
5. Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
6. Maintain an up to date diary for the Consultants / team, inform relevant staff of cancelled and reduced theatre and outpatient sessions due to Consultant leave, junior doctors leave, on-call commitments, CME, Audit and Directorate meeting.
7. To obtain hospital casenotes and x-rays from both within the Trust and external agencies when required by the Consultant and/or team.
8. To ensure that the casenotes and x-rays are traced accurately using PiMS and CRIS at all times and retuned to Health Records in a timely manner. To raise hospital casenotes as necessary, ensuring that accurate and full details are entered onto PiMS in line with the Trusts AGN for health records.
9. Required to cover for other colleagues during annual leave/sickness or peak workloads.
10. Arrange patient admissions as directed by the Consultant/team, taking into account clinical priority ensuring that any relevant investigations or pre-assessment appointments are booked.
Please see JD and PS for further details.
Person Specification
Knowledge & Experience
* Previous demonstrable experience as a secretary
* Demonstrate ability to use all main software packages (including word and excel)
* PTL Management
* RTT Proven Knowledge
* Proven Knowledge of the cancer pathway
* Demonstrate use of hospital software Patient Management System
Qualifications
* OCR Level II or equivalent audio typing demonstrable experience
* NVQ Level 3 business and administration or demonstrable equivalent experience
* RSA 3
* Excellent organisational skills
* Ability to communicate at all levels
* Excellent telephone mannerAbility to handle difficult/distressed patients in a sensitive and empathetic manner
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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