Dorset County Hospital NHS Foundation Trust
Would you like to join a friendly secretarial team here at DCH? The role would be based within the Children's Centre and you would be part of a team who provide support to our paediatricians, patients, and their families.
To provide a comprehensive secretarial and administrative support service for the Paediatric Department.
All secretaries appointed to the Care Group have a shared responsibility to service the needs of the Care Group as appropriate.
Assist in the achievement of Departmental Objectives.
To provide cover for members of the secretarial team during periods of leave or absence.
Main duties of the job
* Provides secretarial support to the consultants and members of the multi-disciplinary team to assist in the smooth, efficient, and effective running of the service.
* Assists in the organisation of the consultants' workload.
* Acts as a point of contact for patients/carers, providing information on systems and processes within the hospital, including appointment and admission related information, to satisfactorily resolve queries.
About us
The post-holder will work closely with all members of staff in ensuring the delivery of a high-quality service. This will require the utilisation of good secretarial, administrative, communication, and interpersonal skills, knowledge of word-processing, and other computerised systems.
Job responsibilities
The post holder is required to:
* Communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information.
* Deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate.
* Plan and organise own time/work.
* Adjust clinic times as necessary.
* Ensure notes are ready for clinics.
* Type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures.
* Provide information and advice to patients/carers about admissions and appointments.
* Follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times.
* Comment on local policies and procedures where they relate to secretarial or clerical issues.
* Maintain stationery stocks.
* Demonstrate secretarial duties to new starters.
* Maintain and develop patient information, clerical, secretarial, and record-keeping systems, both paper-based and electronic, in line with established Trust systems.
* Participate in surveys, gather information, and assist with audits as required through the collection of data.
* Provide cover across the division as required.
* Take minutes at meetings and distribute accordingly as requested.
* In line with standard operating procedures, deal with incoming mail, make appointments, update the Patient Tracking List (PTL), accept telephone calls for the consultant and other members of the multi-disciplinary team, and maintain diaries, taking action as necessary.
* Work with the multi-disciplinary team to maintain and support departmental/divisional practice and procedures and ensure that activity targets are achieved.
* Ensure that all tasks are organised and produced to expected standards and within reasonable timescales in response to service demands.
* Use VDU equipment to word process and input data for a substantial proportion of the shift.
* Concentrate for transcribing tapes and typing complicated medical documents.
* Type letters of a distressing nature.
* Assist with cover over the Division if required.
Person Specification
EDUCATION, QUALIFICATIONS & TRAINING
* Educated to GCSE level or equivalent, including English at Grade C or above.
* RSA stage III Word-processing or equivalent.
EXPERIENCE
* Experience of working with computer systems, to include Microsoft Office, in a working/academic environment.
SKILLS, ABILITIES & KNOWLEDGE
* Evidence of secretarial skills including excellent audio typing and minute-taking skills.
* Evidence of effective communication skills both written and oral.
* Evidence of ability to respond quickly to changing priorities, organising and prioritising own workload to meet deadlines.
* Evidence of ability to work with minimal supervision.
* Evidence of ability to exercise judgement when dealing with patient queries and to analyse and resolve patient problems.
* Evidence of flexibility and ability to adapt to different areas of work.
* Ability to build and maintain good working relationships within a team.
* An understanding of the meaning of confidentiality and the requirement for this to be maintained.
* Understanding of medical terms.
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.
Employer name
Dorset County Hospital NHS Foundation Trust
Address
Dorset County Hospital - Children's Centre
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