The post holder will have specific responsibility for providing admin and medical secretarial typing support to the medical secretaries in Rheumatologyworking within the standard operational procedures. They will assist in the provision of a quality, professional, comprehensive and co-ordinated patient centred administration service. They will assist in delivering effective and efficient business support administration systems on a daily basis ensuring deadlines are met.
The role requires excellent keyboard skills. Knowledge of medical terminology would be advantageous but not essential as full training will be given.
Typing from the Winscribe digital dictation system to support the med sec team.
General office duties including dealing with post, scanning documents into Cerner, booking appointments, tracking in and out case notes as required, sorting out blood results received from path lab, helping the med sec team manage patient investigations
We provide a comprehensive service to rheumatology patients in East Lancs. We have a team of consultant rheumatologists, rheumatology specialist nurses and an extensive MSK Team supporting by an admin team of medical secretaries
JOB SUMMARY
The post holder will have specific responsibility for providing admin and medical secretarial typing support to the medical secretaries in Rheumatology Service working within the standard operational procedures. They will assist in the provision of a quality, professional, comprehensive and co-ordinated patient centred administration service. They will assist in delivering effective and efficient business support administration systems on a daily basis ensuring deadlines are met.
The role requires excellent keyboard skills. Knowledge of medical terminology would be advantageous but not essential as full training will be given.
MAIN DUTIES
Typing and transcription from digital audio (winscribe) of clinical letters, correspondence, reports and other documents to support the medical secretaries and administrative service.
Responsible for the tracking in and out of patient’s medical notes,
Provide general duties e.g. opening post, scanning documents into Cerner, making appointments, sorting out blood results received from path lab, helping the med sec team manage patient investigations
Work as part of a team with the ability to demonstrate that they are a key player.
To undertake to act in a professional and polite manner ensuring good customer care at all times
COMMUNICATION
Maintain good relationships communicating with all disciplines within in the Trust and maintain good relationships and effective communication with patients, relatives and carers, recognising the needs of those who may have barriers to communication. The main methods of communication will be via the telephone, letter and email.
To liaise with patients, relatives and other disciplines of staff and departments internally and externally maintaining confidentiality.
Accurate recording and delivery of messages for all members of the team using identified and appropriate systems.
TRAINING AND DEVELOPMENT
Attend all mandatory training and update sessions including manual handling and fire lectures and undertake training specific to the role.
Assist to train other members of the team in specific administration procedures
Take responsibility for pursuing his/her own development in accordance with an agreed Personal Development Plan and keep up to date with current issues and development within the Therapies Division.
To undertake to attend relevant training courses internal and external and to participate in the Personal Development plan process.
ORGANISATIONAL RESPONSIBILITIES
To be responsible for maintaining stationery stock levels including receipting deliveries of parcels and equipment.
To complete monthly attendance records, ensuring correct information is recorded and actioned in a timely manner.
Participation in maintenance of efficient office systems including filing systems.
Actively participate in departmental and in other group meetings.
Provide flexibility in terms of hours worked in accordance with the needs of the service.
Extract data from the Patient Administrative Systems (PAS) and other relevant software programmes which may be Trust wide or specific eg ICE desktop.
Ensure all signed investigations are filed correctly in the case notes
PROFESSIONAL RESPONSIBILITIES
To undertake to comply with all Trust policies and departmental procedures and with particular regard to Health and Safety and Fire prevention and not to do anything that endangers yourself or others.
To undertake the above duties in accordance with the Trust Confidentiality Policy.
EMPLOYMENT ACTS AND CODES OF PRACTICE
All employees are required to comply with employment legislation and codes of good practice.
Equality and Diversity
We are an Equal Opportunities employer and will do all we can to make sure that job applicants and employees do not receive less favourable treatment because of their age, sex, marital status, faith, race, disability or sexual orientation, or for any other reason that is not justified.
Health and Safety
In accordance with the Health and Safety at Work Act 1974, and other supplementary legislation, all employees are required to follow Trust Health and Safety policies and safe working procedures, take reasonable care to avoid injury during the course of their work, and co-operate with the Trust and others in meeting statutory requirements.
Infection Control
All employees must comply with Prevention and Control of Infection polices and attend any related mandatory training.
Sustainability and Corporate Social Responsibility
The Trust attaches great importance to Sustainability and Corporate Social Responsibility. It is the responsibility of all members of staff to ensure that the Trust’s resources are used efficiently with minimum wastage throughout their daily activities
Risk Management
Employees are required to report every incident where the health and safety of self or others has been jeopardised (including near misses) and to carry out or participate in investigations into such incidents as required.
Safeguarding
All employees have a responsibility for safeguarding and promoting the welfare of children and adults. Further guidance can be sought from your Line Manager.
Data Protection Act
All members of staff are bound by the requirements of the Data Protection Act 1998.
Rules, Regulations, Policies, Standing Orders and Financial Instructions
All employees are required to comply with the rules, regulations, policies, standing orders and financial instructions of the Trust.
Research and Development Projects
Whenever you decide to undertake a piece of research, either as a Principal Investigator or Local Researcher, or Assistant Researcher, you must comply with the principles of Clinical Governance and the Research Governance Framework.
Development Review
Key performance objectives, development needs and compilation of a Personal Development Plan will be discussed and agreed at Annual Development Review meetings.
Training
Post holders are required to attend any relevant and mandatory training for the post.
Outside Employment / Outside Interests
Any other work or outside interests must not conflict with the duties and responsibilities of your attendance for work as an employee of East Lancashire Hospitals Trust. In accordance with legislation on working time,it is a condition of employment that all staff must inform their line manager before taking up any private practice, work for outside agencies or other employers, other work for this Trust (including bank work) and / or voluntary work. This is to ensure there is no conflict of interest with your NHS duties.
Review of Job Description
This is not intended to be a comprehensive description of the duties of the post. Due to the Trusts commitment to continuous improvement it is likely that the post will develop over time. These duties will be subject to regular review and any amendments to this job description will be made in consultation and agreement with the post holder
STANDARDS OF CONDUCT
Conduct duties with regard to values underpinning the Trust’s Vision “to be widely recognised for providing safe, personal and effective care”:-
Values:-
· Respecting the individual
· Putting patients and customers first
· Promoting positive change
· Acting with integrity
· Serving the community
Underpinning the Trust’s vision and values are the following key operating principles that influence the way in which the Trust does business:-
· Understand the world we live in and deal with it
· We are clinically led and management supported
· Support departments support the front line
· Everything is delivered by and through Divisions
· Compliance with standards and targets are a given. They are the things we do to help secure our independence and influence
· Quality is our organising principle – driving quality up and cost down is not mutually exclusive
· We deliver what we say we need to
Post holders are expected to work flexibly within their pay band. They should only be expected to carry our activities for which they are competent. Alternatively they may carry out the additional duties if they are receiving support or training in order to obtain the recognised level of competence.
The Trust operates a Tobacco Control Policy.
This advert closes on Tuesday 28 Jan 2025