This is an exciting opportunity for an enthusiastic, capable and motivated individual to join our team as the Cluster Secretary for Therapies Services Line (Physiotherapy, Occupational Therapy, Dietetics and Speech & Language).
The role is interesting and demanding, and will require someone who is flexible, able to work well within a busy environment, and can demonstrate their ability to prioritise and organise their workload.
The ideal candidate must have a flexible 'can do' attitude and the ability to use own initiative with excellent communication/interpersonal and IT skills.
Main duties of the job
1. Supporting the Service Line Cluster Manager with administration support and diary management for the management team.
2. Supporting the Therapies management team with general administration and meetings.
3. Preparation of meeting papers and taking minutes at a variety of meetings across the services.
4. Assisting with the monitoring of reports, highlighting areas of non-achievement within the services, such as mandatory training and appraisals.
5. Assisting with queries from patients and colleagues.
Detailed job description and main responsibilities
1. Administrative support for Service Line Cluster Manager, including diary management.
2. To assist with the monitoring of reports, highlighting areas of non-achievement to the service line management team such as appraisals and mandatory training.
3. Exercises judgement when dealing with enquiries, including telephone enquiries for the team and arranging meetings as requested for Service Line management team.
4. Booking of NHSP shifts for all relevant Departments and authorization of shift patterns.
5. To provide support to Heads of Departments with Healthroster dealing with daily queries including patterns, leave queries etc.
6. To track and analyse service line complaints and ensure responses are completed within the trust’s standard turnaround times. Taking responsibility of requesting notes for complaints and arranging meetings where necessary.
7. To co-ordinate and collate official responses to patient complaints and PALS queries, liaising directly with the complainants and the patient services team.
8. Take and transcribe minutes from meetings as required.
9. To action data quality reports, datix or incident reports as required, as directed by Deputy Service Line Cluster Manager or the Service Improvement & Governance Manager.
10. To assist with rota management for Departmental facilities and provide cover support for the Therapies IT and Project manager as and when required.
11. To support the medical secretarial teams when required with general admin tasks, providing secretarial and administrative service to clinical teams.
12. Demonstrate own activities to new starters and provide training as required.
13. Check patient details and update on iPM /Tiara as necessary. This could be related to the booking of patients or PTL tasks.
14. Maintain hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
15. Be versatile and adaptable to the demands of the team. Work is managed rather than supervised and take the initiative as and when required. Works in accordance with SOP’s.
16. Ensure effective communication with all members of a multi-disciplinary team.
17. Required to cover admin and clerical colleagues during times of absence or increased workload as requested by line manager.
18. Undertake routine office duties including note tracing, photocopying, post, filing of correspondence and maintenance of records when required.
19. To be fully conversant with case notes policy and other trust policies relevant to role.
20. Maintain stock control of office supplies.
21. Other duties, which may be allocated by the Deputy Service Line Cluster Manager and Clinical Admin Manager.
Person specification
Qualifications
* GCSE’s 9-4 (A-C) in Maths & English or equivalent level of qualification.
* NVQ Level 3 in Business and Administration or equivalent demonstrable experience.
Aptitude and Abilities
* Able to prioritise workload and meet deadlines.
* Good communication skills, with ability to demonstrate fluency, clarity and effectiveness at all levels.
* Able to work individually and as part of a multidisciplinary team.
* Able to utilise own initiative.
Knowledge and Experience
* Previous demonstrable admin experience within an admin role within acute trust.
* Demonstrable experience of dealing face-to-face with medical/therapy and admin staff, general public and difficult customers/patients.
* Proven knowledge of hospital systems, including IPM, Tiara, SeeHR.
* Proven knowledge of healthroster.
Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.
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