Job overview
This is an exciting opportunity for an experienced PA/Consultants Secretary to join our Colorectal Team at UHD. You will provide support to our Consultants and Clinical teams through administrative tasks such as audio typing, updating Teams, assisting with phone queries and organising post and filing to ensure the department runs smoothly. The post holder must be IT literate and ideally familiar with hospital computer systems including eCamis and EPR. Knowledge of Microsoft Teams would also be beneficial. The ideal candidate must have a good knowledge of office practices and medical terminology alongside excellent interpersonal skills and be reliable and flexible with the ability to work under pressure and above all be a team player.We offer training and development opportunities within an established Colorectal secretarial team which sits within the Surgical Secretariat. Interview date: 23rd December Main duties of the job · Patient/ client care – contact with patients and relatives, and other professional bodies by telephone and sometimes in person. · To provide a full comprehensive service for consultants, clinicians and nursing teams. This involves typing of clinical letters to include clinical correspondence, clinician clinics, reports, and letters to other Professional bodies, using audio/ Digital Dictation · Ensure that the telephone is attended too during normal working hours and an answerphone service is provided at all other times. · To be involved in liaising with line manager in reporting workload, issues or cover that is required. · Organise meetings for the colorectal service when required. · Liaise with the outpatient’s department regarding patient appointments and clinic management, including the cancelling and setting up of clinics. Make decisions re-expediting/changing appointments, contact with patients regarding booked appointments and re-bookings. · To support the support secretaries/ other consultant PA roles in their absence. Working for our organisation UHD are investing, developing and transforming Trust services in line with the New Hospital Programme. As part of this, some services may move site this year or next, either temporarily or permanently. Recruiting Managers will be happy to answer any service-specific questions at interview. This service has a planned move from Bournemouth site to Poole site in July. If a role or service relocates as part of a planned move, excess mileage will not be reimbursed. Travel from home to the new work base will be classed as a normal commute. Any other changes will be managed under Trust or national terms and conditions. UHD has active networks including Women’s, BAME, Pride, EU, Pro Ability, and Armed Forces. We support Disability Confident and Armed Forces Covenant interview schemes. AI tools may be used, but applications must honestly reflect your own skills and experience. Integrity is key to our recruitment process Detailed job description and main responsibilities Ensure that all patients attending the Out-patient clinics have undergone all necessary investigations and that the results are available at the patient’s attendance times. Arrange investigations for patients with the appropriate department, advising patients by letter or telephone and obtain results. Ensure that all reports and investigations are correlated and available on the electronic hospital system and TEAMS. Draw the Consultant/Medical Staff’s attention to any results of key importance or abnormality within the guidelines agreed, and the post holder will then action any results within specified procedures. Ensure all relevant information is obtained for patients to be discussed at the Multidisciplinary Meetings. It may be necessary for the post holder to cover their colleagues whilst on annual leave and perform duties advised by the Colorectal Admin Team Leader and/or Surgical Secretariat Operations Manager. Adequate information must be conveyed for others to be able to stand-in for the post holder in their absence. It is the responsibility of the post holder to inform the Team Leader of any fluctuations in the workload, and report as early as possible any difficulties arising from an inability to complete work in time or effectively. It may be necessary for the post holder to assist with their colleague’s workload – this encompasses all specialties within the Surgical Secretariat. Person specification Qualifications Essential criteria RSA II or equivalent touch typing/computer skills Minimum 5 GCSE’s including English or equivalent Desirable criteria Computer qualification Experience Essential criteria Secretarial experience Experience working with MS Teams Desirable criteria Working with people UHD experience Good verbal and written skills / Attention to detail Technical Skills Essential criteria Good knowledge of IT systems and software: Outlook/Word/Excel/Teams/PowerPoint Data accuracy on computer systems Desirable criteria Experience of hospital systems (eCamis/EPR/Teams) Audio typing experience Knowledge Essential criteria Understanding of secretarial procedures Medical Terminology Understanding of Confidentiality and Data Protection Act Desirable criteria Patient management systems