Job summary We are looking for an experienced senior secretary to work with the Hospital Specialist Palliative Care Team and support the Clinical Director. The Hospital Specialist Palliative Care Team is a busy team based in Warwick Hospital. The ideal candidate will have previous experience within a senior secretarial role, confident and proficient in using MS office applications. You will be personable and dedicated to the role with outstanding attention to detail, comfortable with a challenging and variable workload. You will be able to work autonomously within a team and willing to provide support to the team as required. You will have a flexible approach to your work. Experience of the NHS is desirable, but not essential. For informal queries please contact: Angela Wilson, Hospital Specialist Palliative Care Lead Nurse on 01926 495321. Main duties of the job To provide a specialised, comprehensive and confidential patient-centred clinical administration and secretarial service to consultants and their teams in accordance with Departmental, Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding the specialty. To have an understanding on the importance/relevance of how to co-ordinate the management of the elective and/or emergency pathways to include Cancer, Referral to Treatment Targets (RTT) and Choose & Book and Co-ordinate Specialist Palliative Care Multi-Disciplinary Team Meeting. Ensuring the role is deputised when taking planned absence. To co-ordinate the delivery of a specialty specific single point of access for patients. About us Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work. We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core. Date posted 27 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Dependant on experience Contract Permanent Working pattern Full-time Reference number 203-CS855 Job locations Warwick Hospital South Warwickshire NHS Foundation Trust Warwick CV34 5BW Job description Job responsibilities To ensure that all clinical documentation is up to date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require effective collaboration with all relevant personnel to maintain an efficient administrative system, prompt transcription, manipulation and distribution of appropriate correspondence. To request patient appointments (new and follow-up), liaising with the appropriate department. To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained. To liaise professionally with all departments regarding admissions, waiting lists, ad hoc ward attenders and cancellations, ensuring hospital policies are adhered to. Have an understanding about how to update and maintain the 18wk RTT Status Manager to ensure accurate record keeping at all times. To complete ITT forms as required according to the Standard Operating Procedure. To co-operate in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assisting team leaders in its implementation. To set up and maintain electronic filing systems ensuring all documents are accurately and appropriately archived. To take responsibility for patients written information. To implement secretarial and administrative policies to track medical records using Lorenzo/Emis. To take responsibility of patient electronic records and ensure data is relevant, up to date and accurate, logging data where necessary. To obtain investigation results and exercise judgement to ensure that attention is urgently drawn to histology and urgent telephoned results and all results are filed in the patients records as set out in the Standard Operating Procedure. To compile and maintain up-to-date secretarial job plan/cover folder for the secretarial team. To open promptly and deal with appropriately any email correspondence. To action all routine, urgent and complex leave requests for the medical staff promptly in accordance with Trust Policy including completing the electronic session cancellation form and forwarding to the appropriate person within the given timescale. To maintain up-to-date timetables for the Consultants as and when required and provide appropriate secretarial support. Arrange meetings, composing and transcribing minutes proactively ensuring action points are raised and completed where necessary, and liaising with the Medical School/Medical Students as and when required. When appropriate re-arranging meetings to ensure that key stakeholders are present, with an understanding of clinical and managerial responsibilities of those needing to attend. Maintain accurate contact lists for regular meetings ensuring attendees are added and deleted as appropriate. In addition, monitor meeting attendance to ensure quorate is maintained. Manage changes to core meetings with clear communication to key stakeholders as to reasons why. To ensure all secretarial team timesheets are accurate and up to date on a monthly basis, including flexible working. To approve annual leave for the secretarial team electronically ensuring the office is covered during working hours. To participate in the recruitment and selection of new team members and organise their departmental induction. To support team members by demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are always maintained and providing day to day supervision where required. To provide accurate, appropriate signposting to team members and to those who contact the team. Ensure that policies, procedures and guidelines accurately reflect the current operational/strategic situation. To undertake appropriate administrative role required by the team to enable timely delivery of projects/deadlines. To receive calls to the team ensuring that callers are provided with clear and accurate information. Job description Job responsibilities To ensure that all clinical documentation is up to date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require effective collaboration with all relevant personnel to maintain an efficient administrative system, prompt transcription, manipulation and distribution of appropriate correspondence. To request patient appointments (new and follow-up), liaising with the appropriate department. To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained. To liaise professionally with all departments regarding admissions, waiting lists, ad hoc ward attenders and cancellations, ensuring hospital policies are adhered to. Have an understanding about how to update and maintain the 18wk RTT Status Manager to ensure accurate record keeping at all times. To complete ITT forms as required according to the Standard Operating Procedure. To co-operate in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assisting team leaders in its implementation. To set up and maintain electronic filing systems ensuring all documents are accurately and appropriately archived. To take responsibility for patients written information. To implement secretarial and administrative policies to track medical records using Lorenzo/Emis. To take responsibility of patient electronic records and ensure data is relevant, up to date and accurate, logging data where necessary. To obtain investigation results and exercise judgement to ensure that attention is urgently drawn to histology and urgent telephoned results and all results are filed in the patients records as set out in the Standard Operating Procedure. To compile and maintain up-to-date secretarial job plan/cover folder for the secretarial team. To open promptly and deal with appropriately any email correspondence. To action all routine, urgent and complex leave requests for the medical staff promptly in accordance with Trust Policy including completing the electronic session cancellation form and forwarding to the appropriate person within the given timescale. To maintain up-to-date timetables for the Consultants as and when required and provide appropriate secretarial support. Arrange meetings, composing and transcribing minutes proactively ensuring action points are raised and completed where necessary, and liaising with the Medical School/Medical Students as and when required. When appropriate re-arranging meetings to ensure that key stakeholders are present, with an understanding of clinical and managerial responsibilities of those needing to attend. Maintain accurate contact lists for regular meetings ensuring attendees are added and deleted as appropriate. In addition, monitor meeting attendance to ensure quorate is maintained. Manage changes to core meetings with clear communication to key stakeholders as to reasons why. To ensure all secretarial team timesheets are accurate and up to date on a monthly basis, including flexible working. To approve annual leave for the secretarial team electronically ensuring the office is covered during working hours. To participate in the recruitment and selection of new team members and organise their departmental induction. To support team members by demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are always maintained and providing day to day supervision where required. To provide accurate, appropriate signposting to team members and to those who contact the team. Ensure that policies, procedures and guidelines accurately reflect the current operational/strategic situation. To undertake appropriate administrative role required by the team to enable timely delivery of projects/deadlines. To receive calls to the team ensuring that callers are provided with clear and accurate information. Person Specification Qualifications Essential Able to demonstrate good basic education. English language pass GCSE RSA/OCR level III or equivalent speed and accuracy. AMSPAR or equivalent training / experience (minimum 2 years Medical secretary experience) Desirable Experience of Excel and PowerPoint and other Microsoft suite products Experience Essential Previous involvement in delivery of service improvements. Working knowledge of Microsoft Office Desirable Working knowledge of Lorenzo/EMIS/ICR or equivalent system Skills Essential Excellent communication skills. Friendly and professional telephone manner Good typing skills. Ability to influence and engage others both at peer and a senior level. Good organisational skills and ability to prioritise tasks. Demonstrates potential to be able to work under pressure. Demonstrate understanding of patient confidentiality Personal Qualities Essential Able to respond effectively to working alone or in a team. Ability to deal with distressing situations patients/relatives. Ability to use initiative. To be able to adapt to change. Person Specification Qualifications Essential Able to demonstrate good basic education. English language pass GCSE RSA/OCR level III or equivalent speed and accuracy. AMSPAR or equivalent training / experience (minimum 2 years Medical secretary experience) Desirable Experience of Excel and PowerPoint and other Microsoft suite products Experience Essential Previous involvement in delivery of service improvements. Working knowledge of Microsoft Office Desirable Working knowledge of Lorenzo/EMIS/ICR or equivalent system Skills Essential Excellent communication skills. Friendly and professional telephone manner Good typing skills. Ability to influence and engage others both at peer and a senior level. Good organisational skills and ability to prioritise tasks. Demonstrates potential to be able to work under pressure. Demonstrate understanding of patient confidentiality Personal Qualities Essential Able to respond effectively to working alone or in a team. Ability to deal with distressing situations patients/relatives. Ability to use initiative. To be able to adapt to change. 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name South Warwickshire University NHS Foundation Trust Address Warwick Hospital South Warwickshire NHS Foundation Trust Warwick CV34 5BW Employer's website https://www.swft.nhs.uk/ (Opens in a new tab)