Job summary
To provide a comprehensive admin support service to an allocated clinical area in an efficient and timely manner.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
Responsible to undertake the role of support medical secretary to an allocated clinical team.
Ensuring strict adherence and compliance to all Trust Policies and Procedures.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
1. 1. Following introduction of voice recognition technology to ensure clinic letters are prepared for printing and distribution.
2. To support the admin team in providing secretarial and administrative service to an allocated clinical team.
3. Ensure accurate messages are taken for clinical team and delivered in timely manner.
4. Assist with telephone enquiries from patients, GPs and other agencies in a courteous and helpful manner. Refer to medical secretary for advice when appropriate.
5. Assist in sorting and dealing with incoming post and distributing as necessary.
6. Request notes from other departments for upcoming appointments
7. Provide cover on reception in the Chestnut unit when required.
8. Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required.
9. Ensure effective communication with all members of a multi-disciplinary team.
10. Assist Administrator in the co-ordination of specialty in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy .
11. Ensure comprehensive working knowledge of iPM commensurate with role.
12. Ensure Choose and Book referral letters are processed and directed to appropriate appointment office in line with Administration Guidance Notes.
13. Ensure all hospital case notes arriving into and departing from the department are traced on iPM (Information Patient Management System).
14. Required to cover admin and clerical colleagues during times of absence or increased workload as requested by line manager.
15. Register patients and make up sets of notes
16. To accurately record the coding of appointments on iPM
To carry out any other clerical duties as determined by the line manager
For further details please see attached JD&PS.
Person Specification
Qualifications
Essential
1. GCSE's 9-4 (A-C) in Maths & English and NVQ level 2 in either business administration or related subject or equivalent demonstrable experience.
Desirable
2. Typing to OCR 2(or above) standard or equivalent
Knowledge & Experience
Essential
3. Previous clerical/admin demonstrable experience of Microsoft packages eg Word, Excel.
4. Demonstrable experience of audio transcription
5. Excellent organisational skills
Desirable
6. Previous demonstrable experience of working in a large medical organisation.
7. Previous demonstrable experience in a trainee support/medical secretary role
8. Demonstrable experience in using digital dictation or voice recognition software
Aptitude & Abilities
Essential
9. Good communication and interpersonal skills
10. Ability to work calmly and methodically in a busy working environment whilst completing a busy and varied workload
Desirable
11. Understanding the Trust's waiting list policy within the work place