Support Secretary – Digestive Emergency Surgical Care Group
Role Overview
The postholder delivers comprehensive administrative and audio‑typing support within the Digestive Emergency Surgical Care Group. Key duties include managing daily workloads, providing audio transcription of clinical correspondence, ensuring accurate patient documentation, coordinating appointments, and maintaining high‑quality audit processes.
Responsibilities
* Type dictation from audio transcription of clinical correspondence.
* Quality‑check completed documentation in clinical administration support.
* Ensure appropriate follow‑up arrangements and investigations are in place; liaise with the personal medical secretary of each specialty.
* Complete tertiary referrals to external trusts on the PAS system and track patient reviews and follow‑up appointments.
* Answer the telephone promptly and politely, telephoning patients where appropriate with tact and empathy.
* Accurately use the Patient Administration System (PAS) for patient registration, detail verification, and case‑note tracking.
* Copy letters and discharge summaries to the appropriate professionals, including patients.
* Maintain efficient audit processes for correspondence to ensure quality standards are met and rectified.
* Take minutes of meetings and circulate to relevant groups.
* Obtain information requested by the line manager.
* Attend training, meetings and education sessions when required.
* Collaborate with managers to review working practices, solve problems, and improve service quality.
* Ensure all mandatory training is up to date and report adherence.
* Handle general office duties: incoming/outgoing mail, e‑mail, fax, photocopying and support housekeeping.
* Make new and follow‑up appointments; maintain secure access to vulnerable individuals, requiring a Disclosure and Barring Service check.
Essential Qualifications
* GCSE/O Level standard or equivalent education.
* RSA/OCR Level II or equivalent.
* Proficiency in Word processing/audio typing.
* Knowledge of medical terminology and secretarial procedures.
* Excellent IT skills with all Microsoft Office packages.
* Experience in an NHS office environment.
* Strong communication skills.
* Self‑motivated, with ability to use initiative and manage workload independently.
* Experience in maintaining computerised and manual filing/documentation systems.
* Team‑working ability and capacity to work with limited supervision.
* Capability to manage difficult or sensitive situations.
* Willingness to undertake further training as required.
Desirable Criteria
* Knowledge of internal PAS system.
* Ability to supervise and motivate a team.
* Strong time‑management skills.
* Excellent interpersonal and influencing skills.
* Understanding of Trust internal policies and ability to adopt a flexible approach.
* Building and maintaining good working relationships.
* Awareness of the Data Protection Act and confidential nature of the role.
Equality and Diversity
The Trust is committed to promoting equality and diversity and encourages applications from all under‑represented groups. All applicants will be considered fairly and consistently.
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