An exciting opportunity has arisen for two experienced Medical Secretaries to provide secretarial and administrative support within the Ophthalmology team at Singleton Hospital. One post is full-time (37.5 hours a week) and the second post will be 22.5 hours initially, increasing to 30 hours per week from January 2025. Both posts will be a hybrid of home and office working that fits around office space.
To provide a comprehensive, high-quality medical secretarial and administrative service to the consultant, their medical team, specialist nursing teams, and other health professionals. To co-ordinate and maintain arrangements to facilitate the patients' progression along a defined pathway. To maintain the office organisation and monitor the workload related to the administration team.
Main duties of the job
Candidates must demonstrate excellent interpersonal skills, both verbal and written, and an understanding of maintaining confidentiality. The post holder will need to be competent in audio typing, meet deadlines, with the ability to exercise initiative and prioritise workload in response to changing demands. The successful candidate will be computer literate and be efficient in using the Microsoft Office packages and hospital-based WPAS.
Job responsibilities
The post holder will provide an expert administration service to the clinical specialty and its associated work streams. The post holder will support the consultants, junior medical staff, and other health professionals with the creation of best practice and processes, supporting diary management, co-ordination of workload, and of appointments and admission-related information for patients and carers.
The post holder will lead and contribute to the effective application of administration skills in their area of work with a high degree of technical proficiency and will ensure that the specialty maintains an efficient throughput of work.
The post holder will ensure all administration duties relating to the patient pathway are adhered to and will co-ordinate and maintain arrangements to facilitate the patient's progression along a defined pathway, using an understanding of work procedures, own experiences, and practices.
Using own knowledge and experience, the post holder will maintain and improve the office organisation and will delegate and monitor the workload related to the administration team.
The post holder will monitor and review patient forms/details and items pending further action, to ensure that outstanding responses and information are finalised.
Collect and collate information relevant to the patient and the service, for example, waiting times, RTT, DNA/CNA statistics, backlog, and length of stays as well as delayed transfers of care and will report on statistics as directed by the line manager.
Reflect and evaluate practice and make suggestions to improve working practices to enhance service delivery.
Improve own performance and teams' performance by supporting change to procedures and service developments.
The post holder will be responsible for reviewing the standard operating procedures and will implement and support colleagues on these, making judgements requiring a number of options, using experience from in-depth knowledge of the role and broad skill base related to their practice.
Responsible for capturing and transmitting information using electronic communication media, working to agreed protocols and standard operating procedures within each specialty working autonomously.
The post holder will process documents accurately and efficiently using digital dictation, analogue dictation, and as directed by the clinician and will demonstrate self-directed development and practice of patient administrative systems, whilst undertaking tasks that will require the individual to exercise judgement and expertise.
The post holder will monitor workloads and supervise and support the medical secretaries' team to ensure that all patient-related enquiries are dealt with efficiently and accurately within the responsibility and remit of the role. Escalating any unanswered queries to the relevant person with the appropriate degree of urgency on a day-to-day basis.
Person Specification
Qualifications
* Education to 5 GCSE A-C grade or equivalent experience
Experience
* Experience of working in an administrative/NHS environment
* Experience of managing a busy workload independently
* Experience of using Microsoft Office applications
* Experience of working as a Medical Secretary
Knowledge
* Medical Terminology
* Microsoft Word
* Microsoft Excel
* Knowledge of medical software
Skills
* Ability to work under pressure
* Able to work on own initiative
* Maintain confidentiality
* Articulate and assertive
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.
£25,524 to £28,010 a year per annum pro rata
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