Job summary Are you organised, proactive and have an eye for detail? The Endometriosis and Fertility specialist nursing teams are looking for a Support Secretary to be responsible for the smooth running of the service. In Gynaecology, we are a strong, proactive team who welcome innovation, self-motivation and adaptability within our specialist services. Although not patient facing this role requires daily communication with patients via the telephone and you may be discussing complex medical information therefore, a clear confident communication manner is essential. In addition, you will be responsible for the booking and timely management of outpatient clinics, produce patient correspondence, update databases and manage queries via the specialist mailboxes. The successful applicant will be based at Worcester Royal hospital, the role is for 20hrs and we also offer some flexibility with home working for 1 day per week once fully trained in the position. We are a supportive team committed to your personal development and wellbeing. We ask that you are a dedicated team player who puts our patients at the centre of your day. We can offer you a friendly and supportive work environment where your work is valued. If this sounds like the role for you then apply now or email us to find out more. Main duties of the job Please refer to the main job description for information on the duties of the role. The job purpose is to provide proactive and efficient support to the Specialist Nursing Teams within our Gynaecology Service. About us Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this. Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond. The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester Our workforce is nearly 6,800 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them. We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do. Our objectives are simple: Best services for local people Best experience of care and best outcomes for our patients Best use of resources Best people Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system. We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer. Date posted 31 January 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Contract Permanent Working pattern Part-time, Flexible working Reference number C9365-25-0074 Job locations Charles Hastings Way Worcester Worcestershire WR5 1DD Job description Job responsibilities Deal with incoming mail and relevant correspondence, including generating own correspondence as agreed with the Nursing team. Timely management of specialist service mailboxes, including Endometriosis and Fertility Input information onto computers for clinical audit, managing spreadsheets as required Create and update BSGE databases for postnatal and pelvic pain patients, auditing and recording returned questionnaires, ensuring responses are collated efficiently Accurately record and process surgical data sheets and appropriate histology results Coordinate nursing support groups for specific cohorts of patients, as directed by the Specialist Nurses Book patients into Specialist Nursing clinics and ensure patients are notified in line with the Trust Access Policy Support MDT meetings, recording actions as required Record clinic outcomes and book follow up appointments, as required Type discharge summaries, clinic letters and any other official correspondence including medical reports and complaint responses from audiotapes. To undertake copy typing as required. Arrange meetings and maintain diaries, as appropriate, ensuring scheduled clinics run efficiently Prepare material for meetings and training sessions as requested Attend meetings and take the minutes. Handle enquiries from patients, relatives, GPs, other hospitals, and Consultants, initiating appropriate responses Process GP referral letters and arrange outpatient appointments and domiciliary visits. Support and review the Patient Target List with Consultant and Band 4 to ensure that patients are seen within the current National timescales and take responsibility for initiating extra operating lists, seeking authorisation from the Directorate Management team when necessary. Arrange for patients by supporting the Band 4 to put on the waiting lists and make minor changes to the waiting list for subsequent approval by the Consultant. Provide training and supervision for any apprentices, or temporary secretaries allocated to the speciality. Maintain patients records in a manner acceptable to the Trust. Liaise with Health Records, Outpatients, Radiology, and other relevant internal and external departments regarding patient care Ensure that Consultants absence is promptly communicated to all relevant people and departments Ensure that cover is provided for other secretaries during periods of absence through holiday or sickness. Outpatient appointments and waiting lists are computerised. The post holder will need to liaise with the appropriate manager of the systems and comply will Trust policies. Job description Job responsibilities Deal with incoming mail and relevant correspondence, including generating own correspondence as agreed with the Nursing team. Timely management of specialist service mailboxes, including Endometriosis and Fertility Input information onto computers for clinical audit, managing spreadsheets as required Create and update BSGE databases for postnatal and pelvic pain patients, auditing and recording returned questionnaires, ensuring responses are collated efficiently Accurately record and process surgical data sheets and appropriate histology results Coordinate nursing support groups for specific cohorts of patients, as directed by the Specialist Nurses Book patients into Specialist Nursing clinics and ensure patients are notified in line with the Trust Access Policy Support MDT meetings, recording actions as required Record clinic outcomes and book follow up appointments, as required Type discharge summaries, clinic letters and any other official correspondence including medical reports and complaint responses from audiotapes. To undertake copy typing as required. Arrange meetings and maintain diaries, as appropriate, ensuring scheduled clinics run efficiently Prepare material for meetings and training sessions as requested Attend meetings and take the minutes. Handle enquiries from patients, relatives, GPs, other hospitals, and Consultants, initiating appropriate responses Process GP referral letters and arrange outpatient appointments and domiciliary visits. Support and review the Patient Target List with Consultant and Band 4 to ensure that patients are seen within the current National timescales and take responsibility for initiating extra operating lists, seeking authorisation from the Directorate Management team when necessary. Arrange for patients by supporting the Band 4 to put on the waiting lists and make minor changes to the waiting list for subsequent approval by the Consultant. Provide training and supervision for any apprentices, or temporary secretaries allocated to the speciality. Maintain patients records in a manner acceptable to the Trust. Liaise with Health Records, Outpatients, Radiology, and other relevant internal and external departments regarding patient care Ensure that Consultants absence is promptly communicated to all relevant people and departments Ensure that cover is provided for other secretaries during periods of absence through holiday or sickness. Outpatient appointments and waiting lists are computerised. The post holder will need to liaise with the appropriate manager of the systems and comply will Trust policies. Person Specification Skills/Knowledge Essential Understanding and working experience of Microsoft Office Packages and IT systems Strong telephone etiquette, the ideal candidate will exhibit a courteous and respectful approach when communicating with patients, colleagues, and external parties Excellent verbal and written communication skills Excellent attention to detail Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively Desirable Experience of key NHS systems i.e., PAS, Bluespier, CLIP Experience of BSGE database Awareness of good Health & Safety Protocols Experience in word processing, audio, copy typing skills Personal Qualities Essential Able to work collaboratively as part of a team Always demonstrates a high level of professionalism Compassionate when dealing with patients and their families Adaptable and flexible to everchanging situations Desirable Capable of working independently, taking initiative to handle tasks proactively Qualifications Essential GCSE/CSE A-C / 9-4 Grade in English & Maths Desirable RSA II Typing NVQ in Business Administration Amspar Diploma or equivalent qualification Other Job Requirements Essential Handles high pressured situations with composure and maintains a positive attitude. Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds. An understanding of confidentiality standards within the NHS when handling sensitive information and patient data. Experience Essential A minimum of 1 year administrative, secretarial, or clerical experience Desirable Experience of working within the NHS Experience of working within Obstetrics & Gynaecology Understanding of NHS reporting requirements i.e18 weeks RTT Person Specification Skills/Knowledge Essential Understanding and working experience of Microsoft Office Packages and IT systems Strong telephone etiquette, the ideal candidate will exhibit a courteous and respectful approach when communicating with patients, colleagues, and external parties Excellent verbal and written communication skills Excellent attention to detail Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively Desirable Experience of key NHS systems i.e., PAS, Bluespier, CLIP Experience of BSGE database Awareness of good Health & Safety Protocols Experience in word processing, audio, copy typing skills Personal Qualities Essential Able to work collaboratively as part of a team Always demonstrates a high level of professionalism Compassionate when dealing with patients and their families Adaptable and flexible to everchanging situations Desirable Capable of working independently, taking initiative to handle tasks proactively Qualifications Essential GCSE/CSE A-C / 9-4 Grade in English & Maths Desirable RSA II Typing NVQ in Business Administration Amspar Diploma or equivalent qualification Other Job Requirements Essential Handles high pressured situations with composure and maintains a positive attitude. Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds. An understanding of confidentiality standards within the NHS when handling sensitive information and patient data. Experience Essential A minimum of 1 year administrative, secretarial, or clerical experience Desirable Experience of working within the NHS Experience of working within Obstetrics & Gynaecology Understanding of NHS reporting requirements i.e18 weeks RTT 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 details Employer name Worcestershire Acute Hospitals NHS Trust Address Charles Hastings Way Worcester Worcestershire WR5 1DD Employer's website https://www.worcsacute.nhs.uk/ (Opens in a new tab)