Job summary To provide comprehensive administrative, secretarial and co-ordination for the MSK and Pain Clinics To work as a member of the secretarial team ensuring deadlines are met and comprehensive secretarial cover is provided. To provide a full confidential, administrative and secretarial service to the MSK and Pain Clinicians. To project the professional image of the Trust through demonstrating excellent customer care in all activities. Main duties of the job To assist with the typing of all correspondence relating to outpatient and in patients, as well as typing departmental correspondence. Regularly liaising with the Team Leader and Clinical Service Support Manager to ensure departmental key performance indicators are achieved. Receive enquiries from patients and staff, resolving enquiries of a more complex nature and dealing with as appropriate. To validate weekly primary targeting list (PTL) as delegated by the Medical Secretary Team Leader /Clinical Service Support Manager Co-operating in the introduction of new procedures, policies or technology, assisting managers in its implementation. To set up and maintain filing systems ensuring all documents are accurately and are appropriately archived. To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology/imaging and urgent telephoned results and all results are filed in the patient's records. About us The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally. Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team. The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work. We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered. The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities. If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you. Date posted 12 March 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year per annum pro rata if part time Contract Fixed term Duration 12 months Working pattern Full-time, Flexible working Reference number 303-7044573 Job locations The Royal Orthopaedic NHS Foundation Trust Bristol Road South Northfield. Birmingham B31 2AP Job description Job responsibilities To assist with the typing of all correspondence relating to outpatient and in patients, as well as typing departmental correspondence. Regularly liaising with Medical Secretary Team Leader /Clinical Service Support Manager to ensure departmental key performance indicators are achieved. Managing consultants diaries, booking meetings and taking minutes where appropriate. Receive enquiries from patients and staff, resolving enquiries of a more complex nature and dealing with as appropriate. Liaise professionally with all departments regarding admissions, waiting lists, ad hoc ward attenders and cancellations ensuring hospital policies are adhered to. To provide cross cover for secretarial team during annual leave and sickness. To validate weekly primary targeting list (PTL) as delegated by the Junior Operations Manager/Clinical Service Support Manager Co-operating in the introduction of new procedures, policies or technology, assisting managers in its implementation. To set up and maintain filing systems ensuring all documents are accurately and are appropriately archived. To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology/imaging and urgent telephoned results and all results are filed in the patients records. To take responsibility for patients notes in the office. To implement secretarial and administrative policies to track medical records and referral letters using the Patient Administration System. To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e-mail correspondence. To participate in appraisals and personal reviews and work to achieve agreed set objectives. To participate in appropriate training and development activities. Job description Job responsibilities To assist with the typing of all correspondence relating to outpatient and in patients, as well as typing departmental correspondence. Regularly liaising with Medical Secretary Team Leader /Clinical Service Support Manager to ensure departmental key performance indicators are achieved. Managing consultants diaries, booking meetings and taking minutes where appropriate. Receive enquiries from patients and staff, resolving enquiries of a more complex nature and dealing with as appropriate. Liaise professionally with all departments regarding admissions, waiting lists, ad hoc ward attenders and cancellations ensuring hospital policies are adhered to. To provide cross cover for secretarial team during annual leave and sickness. To validate weekly primary targeting list (PTL) as delegated by the Junior Operations Manager/Clinical Service Support Manager Co-operating in the introduction of new procedures, policies or technology, assisting managers in its implementation. To set up and maintain filing systems ensuring all documents are accurately and are appropriately archived. To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology/imaging and urgent telephoned results and all results are filed in the patients records. To take responsibility for patients notes in the office. To implement secretarial and administrative policies to track medical records and referral letters using the Patient Administration System. To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e-mail correspondence. To participate in appraisals and personal reviews and work to achieve agreed set objectives. To participate in appropriate training and development activities. Person Specification Education/Training Essential oAMSPAR or equivalent qualification oRSA Stage 3 typewriting, word processing or equivalent oKnowledge of Microsoft Office Packages and other IT skills acquired through training and practical experience. oKnowledge and extensive experience using various patient healthcare systems, including the Patient Access System. o Grade 4 GCSE (C and above) or equivalent oBasic numeracy or literacy qualifications oEvidence of self-development e.g. continuing professional development portfolio oWillingness to undertake any training required to enable further development of the role/function Desirable oNVQ Business Administration or equivalent Experience and Attainments Essential oSecretarial/ support secretarial/administration experience, preferably in healthcare oExperience audio-typing oCustomer care experience oSecretarial procedures oKnowledge of software programmes oExcellent understanding of general office working procedures oGood understanding of medical terminology Desirable oNHS or public sector experience Skills Essential oExcellent command of English oApproachable and supportive towards colleagues oSound decision-making skills oHigh standard of grammar and spelling oAble to prioritise oWell organised oEmpathetic approach to managing and resolving enquiries oSupportive team member oPatient focussed oCalm and confident oAble to communicate sensitively and tactfully with patients and carers oAble to concentrate for long periods, while transcribing audio tape oUnderstands the limits of own responsibilities Desirable oMinute taking oTouch typing Personal Qualities Essential oPunctual and professional oFlexible attitude oSelf-motivated, enthusiastic and accessible Desirable oMust be able to demonstrate behaviours consistent with the Trust's values Special Requirements Essential oThe post-holder will be required on occasions to perform tasks outside of the designated department, therefore flexibility is key. For example, covering secretarial roles in other departments Knowledge Essential oKnowledge of RTT pathway, Understanding of medical terminology, Understanding of confidentiality and data protection issues Desirable oKnowledge of NHS policies oKnowledge of the Trusts' values Person Specification Education/Training Essential oAMSPAR or equivalent qualification oRSA Stage 3 typewriting, word processing or equivalent oKnowledge of Microsoft Office Packages and other IT skills acquired through training and practical experience. oKnowledge and extensive experience using various patient healthcare systems, including the Patient Access System. o Grade 4 GCSE (C and above) or equivalent oBasic numeracy or literacy qualifications oEvidence of self-development e.g. continuing professional development portfolio oWillingness to undertake any training required to enable further development of the role/function Desirable oNVQ Business Administration or equivalent Experience and Attainments Essential oSecretarial/ support secretarial/administration experience, preferably in healthcare oExperience audio-typing oCustomer care experience oSecretarial procedures oKnowledge of software programmes oExcellent understanding of general office working procedures oGood understanding of medical terminology Desirable oNHS or public sector experience Skills Essential oExcellent command of English oApproachable and supportive towards colleagues oSound decision-making skills oHigh standard of grammar and spelling oAble to prioritise oWell organised oEmpathetic approach to managing and resolving enquiries oSupportive team member oPatient focussed oCalm and confident oAble to communicate sensitively and tactfully with patients and carers oAble to concentrate for long periods, while transcribing audio tape oUnderstands the limits of own responsibilities Desirable oMinute taking oTouch typing Personal Qualities Essential oPunctual and professional oFlexible attitude oSelf-motivated, enthusiastic and accessible Desirable oMust be able to demonstrate behaviours consistent with the Trust's values Special Requirements Essential oThe post-holder will be required on occasions to perform tasks outside of the designated department, therefore flexibility is key. For example, covering secretarial roles in other departments Knowledge Essential oKnowledge of RTT pathway, Understanding of medical terminology, Understanding of confidentiality and data protection issues Desirable oKnowledge of NHS policies oKnowledge of the Trusts' values 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 The Royal Orthopaedic Hospital NHS Foundation Trust Address The Royal Orthopaedic NHS Foundation Trust Bristol Road South Northfield. Birmingham B31 2AP Employer's website https://www.roh.nhs.uk/ (Opens in a new tab)