Job summary The post holder will work as part of the Administration team, providing a full and Confidential secretarial support to the medical secretaries in all specialties. The post holder will communicate and maintain a collaborative working relationship with all users of the Outpatient service including Consultants, medical secretaries, General Practitioners, medical personnel, patients and other hospital staff ensuring a proficient service for all. The post holder will be required to maintain effective and efficient systems for typing of clinic letters from audiotapes, filing and collation of results, healthcare record tracking and assisting in the preparation of notes or records for Outpatient Clinics. The post holder will ensure patient confidentiality at all times. Main duties of the job Tetbury Hospital is an independent healthcare provider in the heart of the Cotswolds providing an established day surgery service to patients who choose to have their NHS or private patient care at Tetbury. The hospital is highly regarded by our visiting consulting body who provide a wide range of specialities including ophthalmology, general and gynaecological surgery. The hospital delivers NHS and private patient services across our outpatient department and day surgery unit. Tetbury Hospital Is a respected partner in the Gloucestershire health and care system and valued by staff and patients for the high quality, personalised care that we are proud to offer. About You The ideal candidate for this role will have: Excellent communication and interpersonal skills. Competent in all Microsoft office packages. Ability to use initiative to work independently and also work as part of a team. Excellent planning and organising skills, juggling multiple tasks and deadlines. A flexible approach to work, and a positive attitude. To find out more about this role or to arrange a visit to the hospital please contact Jane Jones. janejonestetburyhospital.co.uk The closing date for this role is 6th February 2025. Please note that offers of employment are subject to receipt of satisfactory references and a DBS check. Applicants must have the right to work in the UK. About us As an independent healthcare provider with a reputation for delivering outstanding patient care, Tetbury Hospital Trust provides high-quality, safe services on behalf of the NHS and for private patients. We are proud of our hardworking and committed people that work together to put patient care at the heart of everything they do. Tetbury Hospital Trust is ambitious about the future and is committed to investing in our workforce to ensure they have the resources and tools they need to deliver high-quality services. As an organisation, we pledge to listen, collaborate, and value the role that all our people play in achieving our vision to always deliver exceptional patient care. If you are as passionate about patient care as we are, we would love to hear from you. Date posted 24 January 2025 Pay scheme Other Salary £12.59 an hour Contract Bank Working pattern Full-time, Part-time Reference number B0560-25-0001 Job locations Malmesbury Road Tetbury Gloucestershire GL8 8XB Job description Job responsibilities General Secretarial Duties To deal with any telephone messages for the secretary that is being covered. To transcribe from audio and long hand, drafts of documents such as outpatient clinic letters, operating notes and discharge summaries. To develop and maintain effective working relationships with other staff in the Department and the Trust ensuring that a professional and seamless Service is provided. Action x-ray/pathology results promptly by referring to the medical team and ensure they are made available for the patients next appointment when required. To maintain follow up procedures, arranging appointments for patients when required and notifying the patient of their appointment date. When requested, identify and access information sources correctly, supplying the information in an appropriate format and within required deadlines. Data Administration To enter data and text correctly, identify errors and amend in accordance with organisational procedures. To achieve all data input within agreed Trust deadlines. To use E-mail and case note tracking systems as an aid to communication. To ensure that the Patient Administration System (Trak) reflects the Trusts up to date patient status. Enquiry Handling/Customer Care Respond to callers and/or visitors promptly and courteously, identifying their needs, providing information or referring them as appropriate to the relevant person. To adopt methods of communication and support which are suited to the needs of the visitors and/or callers. Job description Job responsibilities General Secretarial Duties To deal with any telephone messages for the secretary that is being covered. To transcribe from audio and long hand, drafts of documents such as outpatient clinic letters, operating notes and discharge summaries. To develop and maintain effective working relationships with other staff in the Department and the Trust ensuring that a professional and seamless Service is provided. Action x-ray/pathology results promptly by referring to the medical team and ensure they are made available for the patients next appointment when required. To maintain follow up procedures, arranging appointments for patients when required and notifying the patient of their appointment date. When requested, identify and access information sources correctly, supplying the information in an appropriate format and within required deadlines. Data Administration To enter data and text correctly, identify errors and amend in accordance with organisational procedures. To achieve all data input within agreed Trust deadlines. To use E-mail and case note tracking systems as an aid to communication. To ensure that the Patient Administration System (Trak) reflects the Trusts up to date patient status. Enquiry Handling/Customer Care Respond to callers and/or visitors promptly and courteously, identifying their needs, providing information or referring them as appropriate to the relevant person. To adopt methods of communication and support which are suited to the needs of the visitors and/or callers. Person Specification Communication Skills Essential Experience of a busy environment and dealing with the general public. Good interpersonal skills. Excellent Communications skills, ability to communicate in English. Flexibility Essential Ability to cover any required speciality. Desirable Flexible - able to work over the standard hours on occasions. Other Essential Ability to work autonomously and as part of the Support Services Team. Experience of dealing with sensitive and confidential situations and information. Aware of all aspects of statutory responsibilities, e.g. Health and Safety, Data Protection, Manual Handling, etc. Staff are required to move case notes between areas within the Hospital. This involves an understanding of the principles of load handling. Qualifications Essential Education to GCSE level or equivalent, to include Maths and English. Keyboard skills equivalent to RSA 3. Demonstrable proficiency in audio-typing. Proficient use of Microsoft Word for Windows. Desirable Audio qualification. Conversant with hospital information systems. ECDL qualification or equivalent. Experience Essential Knowledge of Word, Excel and Outlook. Knowledge of medical terminology. Keyboard skills. Ability to prioritise work and to adapt to changing circumstances. Experience of working in an office environment. Time management and organisational skills, with ability to prioritise own workload and work to deadline. Logical reasoning. Ability to problem solve, and make decisions within the remit of the role. Understanding of Confidentiality and Data Protection Act. 18 week Pathway. Desirable Experience of working in the NHS either in a hospital, private practice or for a GP. Person Specification Communication Skills Essential Experience of a busy environment and dealing with the general public. Good interpersonal skills. Excellent Communications skills, ability to communicate in English. Flexibility Essential Ability to cover any required speciality. Desirable Flexible - able to work over the standard hours on occasions. Other Essential Ability to work autonomously and as part of the Support Services Team. Experience of dealing with sensitive and confidential situations and information. Aware of all aspects of statutory responsibilities, e.g. Health and Safety, Data Protection, Manual Handling, etc. Staff are required to move case notes between areas within the Hospital. This involves an understanding of the principles of load handling. Qualifications Essential Education to GCSE level or equivalent, to include Maths and English. Keyboard skills equivalent to RSA 3. Demonstrable proficiency in audio-typing. Proficient use of Microsoft Word for Windows. Desirable Audio qualification. Conversant with hospital information systems. ECDL qualification or equivalent. Experience Essential Knowledge of Word, Excel and Outlook. Knowledge of medical terminology. Keyboard skills. Ability to prioritise work and to adapt to changing circumstances. Experience of working in an office environment. Time management and organisational skills, with ability to prioritise own workload and work to deadline. Logical reasoning. Ability to problem solve, and make decisions within the remit of the role. Understanding of Confidentiality and Data Protection Act. 18 week Pathway. Desirable Experience of working in the NHS either in a hospital, private practice or for a GP. 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 Tetbury Hospital Address Malmesbury Road Tetbury Gloucestershire GL8 8XB Employer's website https://www.tetburyhospital.co.uk/ (Opens in a new tab)