Torbay and South Devon NHS Foundation Trust
Our Secretarial Assistant will provide typing, administrative, and clerical support to ensure an effective and efficient Diabetes and Endocrinology service in line with Standard Operating Procedures.
They will ensure that patients are treated with courtesy, dignity, and respect.
Main duties of the job
1. Act with professionalism and integrity, being a role model to those around us and ensuring everyone has an equal opportunity.
2. Provide a service that is tailored to meet the needs of the individual and understand what our patients/customers need, being adaptable and responsive.
3. Provide a high-quality customer service which complies with relevant legislation and NHS Employment standards.
4. Be honest and learn from mistakes, helping to create a "no-blame" culture where people feel able to share and learn from experiences together.
5. Work as part of a team demonstrating effective communication and collaboration with colleagues inside and outside of the department.
6. Acknowledge the need to continually deliver greater value to customers.
7. Be honest about challenges and create a culture of curiosity and openness.
8. Make a deliberate effort to connect with individuals from different walks of life and invite them to share their ideas.
9. Be curious and creative about new possibilities while identifying what works well and doing more of it.
10. Help to develop and foster a learning environment where feedback is welcomed and valued.
About us
The Diabetes, Endocrinology & Nephrology Department at Torbay Hospital is based in Hengrave House. We work as a close multi-disciplinary team which consists of 6 Consultants, four full-time and two part-time, Specialist Registrars, Diabetic Specialist Nurses, Diabetic Specialist Dietitians, and administration staff, among other specialists.
We carry out assessments, investigations, and treatments of patients with life-long conditions while offering a holistic approach to their care.
Job responsibilities
This position requires empathy and tact when dealing with patients who may be angry or upset regarding any aspect of their care.
Communicate effectively in writing and verbally with:
Internal:
* Consultants
* Nursing staff
* Medical Personnel
* Admin and Clerical staff
* Ancillary Staff
* Management
* Across the trust
External:
* Patients and Carers
* Members of the general public
* G.P. practices
* Other hospitals both in and out of the district
* Locum medical agencies
1. Trace patient notes accurately and in a timely manner.
2. Prioritize work in a busy environment.
3. Type clinical and non-clinical correspondence and reports in accordance with local targets.
4. Undertake a variety of office duties, such as monitoring and dealing with emails, filing, opening and distributing post, and photocopying.
5. Manage the choose and book system, data inputting, and moving and lifting of patient notes to ensure effective support to the department.
6. Accurately deal with E-referrals and email them to the relevant Consultant and action daily.
7. Comply with the Trust's Patient Access Policy and Standard Operating Procedures.
8. Ensure that all results/reports/correspondence are filed accurately & efficiently in the case notes as required, in line with Health Records standards.
9. Answer telephone inquiries efficiently and ensure appropriate follow-through using initiative.
10. Notify the designated person to maintain adequate stationery supplies.
11. Provide cover for other members of the secretarial and administration team as required.
12. Use relevant IT systems to register patients, transfer medical records, and input clinical letters and care planning summaries.
13. Enter Referral to Treatment (RTT) pathway events accurately.
14. Ensure all clinical and non-clinical correspondence is typed within local targets using the Infoflex system.
15. Ensure appropriate follow-up is actioned, such as outpatient appointments and referrals.
16. Identify areas for service improvement and support implementations.
17. Enter, monitor, and update all aspects of the RTT pathway events accurately.
18. Review statuses updated at every patient interaction.
19. Escalate anomalies or concerns to the Admin Team Leader.
Person Specification
* Good standard of education including GCSE in Maths and English or equivalent.
* Typing speed and accuracy.
* Customer care experience providing a customer-focused service.
* Ability to effectively use Microsoft Office software (Word, Excel, PowerPoint).
* Excellent organizational skills.
* Ability to work as part of a team and independently.
* Ability to prioritize workload and achieve deadlines.
* Ability to carry out duties in stressful situations.
* Flexibility for the needs of the service.
* Good communication skills with the ability to effectively communicate with patients and staff.
* Experience of audio typing and using Excel.
* Knowledge and experience of the Trust's patient administrative and information systems.
* Proficiency in using Internet/Intranet and email.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and a submission for Disclosure to the Disclosure and Barring Service will be necessary to check for any previous criminal convictions.
Employer name
Torbay and South Devon NHS Foundation Trust
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