Job summary
Are you a very reliable, hardworking, strong person who has high standards and likes to do an excellent job? And are you known for always going the extra mile?
The successful post holder will join another as Band 4 Consultant secretary and together will support a consultant in a busy office along with being deputy admin lead in the admin managers absence. You will be expected to work closely with the allocated Cardiologists and support all associated administrative aspects. Flexibility will be essential to this role with the expectation of cross cover for colleagues according to demand and service requirements for example during leave.
The successful applicant will have at least RSA III typing or equivalent. We are looking for a motivated individual, who thrives under pressure ideally with previous NHS Consultant secretarial experience. Medical terminology and excellent general secretarial and organisational skills are key. A team player is a vital ingredient in this role with a flexible attitude to work.
The work revolves around
1. Audio typing of clinic, result letters, clinic preparation
2. Telephone queries internal and external
3. Any other administration duties as required
4. Hands on day to day support for the admin team to ensure day to day work is evenly distributed and organised
5. Some line management experience
Base Location: Royal Bournemouth Hospital
Interview Date: TBC
Main duties of the job
6. To provide full comprehensive secretarial service to the Consultants in Cardiology
7. Typing of letters using audio typing / digital dictation
8. Responsible for the line management of a team of medical secretaries/administration staff
9. Organise meetings, type and distribute minutes.
About us
Our values define who we are as #TeamUHD. They underpin everything we do now and in the future. They define how we treat our patients, visitors, and each other, our valued teammates and colleagues.
UHD are investing in services across the Trust, with many being transformed and developed following merger and the New Hospital Programme.
This means that some services may move site this year or next, either temporarily or long term. Recruiting Managers interviewing for this role will be happy to answer any specific questions that you have about this at interview.
Job description
Job responsibilities
Typing clinic/additional letters to GPs, patients, and other Allied Health Professionals.
Provide a fast, accurate audio typing service using the Trust electronic systems.
Covering other secretaries during periods of absence.
Clinic Preparation
Process referrals and booking appointments.
Manage Consultant emails/diaries and action where appropriate.
Undertake any administrative tasks required by Admin Manager
Relieve the Consultant of administrative tasks not pertaining to clinical work wherever possible.
Organize meetings and take minutes.
Provide Line management support of a team of medical secretaries/administration staff, providing professional leadership, supervision and motivation, delivering a high quality service in admin managers absence
To ensure the values of UHD are maintained and practiced on a daily basis ensuring all patients are treated with dignity and respect to ensure a high standard of service delivery is maintained.
Ensure that meeting agendas, papers, venues and attendees are prepared sufficiently far in advance. Attend meetings to take minutes.
Manage telephone enquiries and take appropriate action.
To be aware of RTT pathways to adjust patient RTT clock according to treatment plan, liaising with validator or service managers as required.
Deputize for Admin manager on occasion of leave or sickness
On occasion line manage and day to day management of medical secretaries and admin team in cardiology.
Coordinate, maintain and update the middle grade on call rota and Rotawatch, always ensuring appropriate cover. Arrange cover in conjunction with the lead fellow and directorate manager, including advertising and escalating locum shifts on hospital systems.
Coordinate, approve and manage annual/study/sick leave for Consultant Cardiologists, ensuring that adequate staffing is always available in agreement with the Clinical Director and the Directorate Manager.
Manage electronic computer diaries.
Support cardiology with Cardiology Secretaries inbox ensuring comms are distributed to correct secretary
Support Cardiology PA with Advice and Guidance queries ensuring that these are responded to by the correct consultants on their scheduled week
Person Specification
Qualifications
Essential
10. RSA level III or equivalent touch typing/computer skills
11. GCSE in English and Maths or equivalent
Desirable
12. Medical terminology qualification
Experience
Essential
13. Experience working as an NHS medical secretary
14. Significant administration and clerical experience
15. Demonstrable experience of managing a team of staff to deliver excellent customer service.
16. Experience in customer service and administration duties
Desirable
17. NHS hospital experience
18. Leadership experience of managing people
19. Experience in an administration/HR function such as bookings, rotas, leave planning or waiting list management.
Technical Skills and Competencies
Essential
20. Accurate spelling and grammar
21. Audio and Digital typing
22. Minute taking skills.
23. Competent in using Microsoft Office Software particularly Word, Outlook, Excel.
24. Excellent communication skills in person, via telephone and written
Desirable
25. Tomcat
26. ECAMIS
27. EPR
Knowledge
Essential
28. Understanding of secretarial procedures
29. Knowledge of medical terminology
30. Knowledge of software programmes including Microsoft Office
31. To understand and be able to maintain confidentiality. Knowledge of information governance
32. Understanding of National 18 week rules and targets
33. Knowledge of waiting list targets, systems and procedures
Desirable
34. Knowledge of local hospital systems
35. Experience of workforce processes including recruitment, appraisal, disciplinary procedures and managing attendance.
36. Ability to answer patients queries or know where to refer them
other
Essential
37. Able to organise own and team workload, managing competing demands on your time
38. Adaptable - have daily tasks to perform and arrange work around these to meet any deadlines, consultant daily commitments, consultant correspondence and management of appointments
39. People Management skills
40. Ability to work as part of a busy team and also using own initiative.
41. Ability to deal with emotionally stressful situations and resolve confrontational issues both face to face and via telephone.
42. Ability to prioritise own and others workload appropriately and work to deadlines.
43. Team member