The Trauma & Orthopaedics department are looking for an efficient, organised and experienced individual to join our busy Medical Secretary team.
We are looking for an individual who is organised, adaptable and able to communicate effectively with patients, clinicians and other staff within the department. You will be responsible for the day to day administration linked to consultant-led clinics, including reviewing of clinical letters, appointment validation and conversing with patients. The role will also include elements of appointment scheduling, as well as cross cover for other secretaries and admin staff as required.
We are looking for someone who will bring a positive attitude and enthusiasm to the role as well as an individual who will have the confidence to work autonomously once trained. The applicant must be able to work well as part of a team to ensure the service runs efficiently and productively.
Main duties of the job
1. To provide a full range of reception, medical secretarial services to the Trauma and Orthopaedics team, including full organisational support.
2. To work autonomously within and as part of a team demonstrating efficient organisation to provide an effective service to the Consultant(s) and their teams.
3. To ensure procedures and working practices are in place and adhered to, so that the Specialty and Trust can deliver a service that meets the standards and targets that have been set.
4. To provide a considerate, patient focused service in all dealings with patients and with staff around the hospital and throughout the whole system.
About us
Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.
The Care Quality Commission (CQC) have given us an overall rating of Outstanding.
Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.
Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.
Job responsibilities
1. To undertake a full range of secretarial duties for consultants and their team.
2. To produce and deliver patient clinic letters and other correspondence to NHS England guidelines, using audio typing and/or dedicated software.
3. Request records/notes to required timeframes.
4. Ensure efficient filing and information tracking systems are adhered to, providing continuity of care, including electronic case note tracking.
5. To deal with all telephone, answerphone, post or email queries, on a daily basis to required timeframes and prioritise as necessary to ensure consultants and their team are aware of urgent results and information. Updating necessary systems as required.
6. Ensure new referrals are processed to requirements ensuring new referrals are promptly seen/treated in line within the current guidelines.
7. Maintain and monitor an investigation tracker demonstrating progress to resolution.
8. Arrange New & Follow Ups appointments as required.
9. Oversee preparation or review of relevant notes, results and scans for clinics. Use initiative to obtain missing details, results and x-rays.
10. Regulate outpatient clinics as required.
11. To liaise with other departments within the hospital, liaise and coordinate with GP practice staff and staff in other hospitals, as required.
Person Specification
Knowledge and Experience
* PC literate, able to use email, word and excel, outlook etc. Experience of Cerner preferable but training will be given.
* Experience of working in a customer facing role, able to communicate calmly and professionally both face to face, over the telephone and via email.
* Responsible for managing own work load, ability to work effectively both autonomously and as part of a team. Ability to think through problems and resolve independently or seek advice and guidance from other more experienced staff.
* Experience of working in an NHS setting preferable but not essential.
Qualifications
* Good general standard of education to GCSE level or equivalent including English.
Additional Knowledge and Experience
* Demonstrates ability to prioritise workload and adapt effectively to changing priorities.
* Experience of establishing and maintaining effective filing systems.
* Experience of working in a busy environment.
* Experience of dealing with the general public.
* Experience of working in a large, complex organisation and a multidisciplinary environment.
* Experience in using patient administration systems.
* Awareness and understanding of issues currently faced within the NHS.
* Advanced keyboard and audio typing skills.
* Demonstrable experience in a medical environment, ideally as a medical secretary.
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.
£27,857 to £30,570 a year per annum including HCAS.
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