Job summary
The Royal National Orthopaedic Hospital prides itself on being the leading centre for the treatment of patients with orthopaedic and neuro-muscular conditions.
This 30 hours week post offers an excellent opportunity for an keen, enthusiastic and conscientious individual to work within the Peripheral nerve injury unit.
The successful candidate will be an individual with excellent administrative and organisational skills, who (preferably) has specialist knowledge of medical terminology and experience of working as part of a multidisciplinary team. You will have excellent IT skills and well developed communication skills, plus a working knowledge of a busy office environment.
Experience of working as a secretary within a NHS secondary care setting is preferable.
This is a busy but rewarding role that would best suit a self-motivated and driven individual with a keen eye for detail who is able to prioritise their workload effectively.
As a Medical Secretary for Peripheral nerve injury unit you will be responsible for assisting with the provision of a full secretarial and follow up booking service to the Consultants and their teams. This will include typing, proof reading and general administration duties. As a centre for excellence, you will offer a person-centred approach to the patient experience and pathway.
Main duties of the job
To be responsible for assisting in the provision of a full secretarial and follow up booking service to the consultants and their teams in conjunction with the other medical secretaries. The post holder will be expected to work within a multi-disciplinary unit and deal with telephone and email queries, audio typing and proof reading of medical and general correspondence, general office administration in line with the Trust guidelines, booking patient appointments in line with Trust guidelines and the 18 week pathway (RTT) rules.
Maintain a high standard of Secretarial support work when carrying out administrative duties in a professional manner.
Ensure compliance with data protection & GDPR.
Demonstrate effective team work and use of own initiative
About us
Royal National Orthopaedic Hospital NHS Trust (RNOH) is the largest orthopaedic hospital in the UK and a global leader in our field. We provide a dynamic working environment where we support frontline staff to implement improvements so that we can realise our vision of being a world leading neuro-musculoskeletal hospital providing the best patient care and staff experience in the NHS, delivering world leading research, and offering a strong foundation of education, training and career progression. Our dedicated staff come from diverse backgrounds, and our patients benefit from the wide range of experience they bring to the trust. RNOH brings unrivalled expertise together in one place allowing us to deliver some of the world's most complex and innovative care to our patients.
RNOH is rated good by the CQC and covers two sites, one in central London and one in Stanmore - which has recently opened The Stanmore Building, a new, state-of-the-art inpatient facility.
Job description
Job responsibilities
1. To be responsible for delivery in the provision of a high standard of secretarial and administrative services for the peripheral nerve injury unit
2. To be responsible for managing the clinical team, through organisation and support, to ensure correspondence is processed in a timely manner
3. To type clinic letters and other clinical or general correspondence from digital audio dictation/proof reading from digital dictation
4. Book all patients appointments working alongside the RTT policy for patients pathways
5. To complete urgent correspondence from and required for multidisciplinary meetings, within locally agreed timescales.
6. Using specialist knowledge of CScribe and Noteon, ensure all dictation is processed within local and national timescales
7. To oversee all outcomes from clinic, making sure patients attendance / Imaging requests and therapy requests have been actioned by the clinical team
8. Manage the postal systems for incoming and outgoing mail
9. Deal with all incoming telephone enquiries and written queries promptly and efficiently, including appointment booking
10. Work as a team with the other medical secretaries/administrators as directed by the Deputy Service Manager to ensure a high quality service is maintained at all times during office hours
11. Undertake appropriate scanning and filing of correspondence, clinic notes, test results, etc, using Note On
12. Ensure clinic session change forms are completed as required
13. Maintain patient information on the Patient Administration System
14. To maintain patient medical notes on Note On according to RNOH medical records policy
15. In conjunction with the referral to treatment team ensure consultant waiting lists are regularly validated to avoid exceeding maximum waiting times
16. Provide cover for other administrative/secretarial staff during times of absence as delegated by the Deputy Service Manager
17. Undertake general office duties, including photocopying, faxing, filing and scanning
18. To promote an open and friendly working environment
19. Prioritise day-to-day activities taking into account any specific requirements of the clinical team
20. Ensure complaints investigated in a timely manner and share outcome with the Deputy Service Manager
21. Attend/Complete all mandatory training
22. Participate in the Appraisal process
23. Adhere to all Trust policies and procedures relevant to your position
Person Specification
Communication & Relationship Skills
Essential
24. Good communication and interpersonal skills
25. Good organisation skills & Ability to prioritise workload
26. Ability to work well in a team and on own initiative
27. Ability to multi-task
28. Ability to perform general administrative duties
29. Ability to work to tight deadlines and targets
30. Attention to detail
31. Good customer care skills
Knowledge, Training & Experience
Essential
32. Educated to GCSE 'O' level or equivalent
33. Good standard of English, both written, spoken and grammar
34. Numerate
35. AMSPAR or equivalent
36. Secretarial / Word Processing qualifications
37. Minimum of 1-3 years medical secretarial experience within NHS Hospital care
38. Minimum 1-3 years audio typing experience within NHS Hospital care
39. Experience of working within multi-disciplinary teams in a Hospital setting
40. Understand the need for confidentiality and data protection.
41. 18 weeks pathway targets
42. Sound knowledge of secretarial practices and procedures
43. Achieving targets associated with work
44. Excellent working knowledge of Medical terminology
Desirable
45. Audio typing Qualification
46. Audio typing experience of Orthopaedics and or Sarcoma
47. Knowledge of booking follow up appointments
Analytical & Judgment Skills
Essential
48. Meticulous
49. Has excellent attention to detail
50. Accurate
Planning & Organisational Skills
Essential
51. Management of own office environment and workload
52. Adaptable and approachable
53. Happy to provide cross cover Works well with other people
54. Happy to use own initiative
IT Skills
Essential
55. Confident in use of Microsoft Applications
56. Undertaking audio typing/proofreading of digital dictation