Walsall Healthcare NHS Trust provides integrated acute and community Healthcare in the West Midlands serving a population of 260,000 residents. Walsall Manor Hospital houses the full range of district general hospital services. The £170 million development was completed in 2010 and we are continually upgrading. Construction of the new integrated critical care unit was completed in 2018, extension of a Neonatal Unit and an approved plan to build a brand new, state of the art Emergency Department which commenced in 2021.
We provide high quality, friendly and effective community health services from multiple sites covering Walsall. Our multidisciplinary services include rapid response and homebased care, so that those with long term conditions and the frail elderly can remain in their own homes.
We are recommended by colleagues as a place to work which is supported by the trust's values to work as part of a team, being respectful, compassionate and professional. We are committed to investing in our workforce.
Following our recent CQC visit the Trust was rated as outstanding for care and this has been recognised by NHS Improvement.
The work we do is highly rewarding, and in addition to an attractive salary, we offer a valuable range of benefits, including: salary sacrifice scheme; car leasing scheme; on-site staff accommodation (subject to availability); the ability to retain your NHS pension (where applicable) or the opportunity to join an alternative scheme; and the opportunity to develop and implement your expertise in an encouraging yet challenging environment.
We would particularly welcome applications from people from a Black, Asian and Minority Ethnic background and from people with a disability; these groups are currently under-represented at senior level, we value diversity within our Trust and are working to achieve equality in our recruitment.
COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. While COVID-19 vaccination is not a condition of employment at this time, we do encourage our staff to get vaccinated. We will be checking the vaccination status of all new starters so that we can manage individual and environmental risks, and so that we can support those who may be undecided about vaccination.
Job overview
To provide comprehensive secretarial and administration support, handling first line enquiries from patients, relatives and staff and assisting with the coordination of waiting lists and clinics for an assigned group of clinicians.
Main duties of the job
1. To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
2. Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.
3. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
4. Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.
Working for our organisation
We are looking to recruit someone who can provide a comprehensive service with at least 12 months medical secretary experience. Personal organisation, well developed communication skills and the ability to prioritise workloads and juggle ever-changing priorities are also essential as is the ability to demonstrate working in a fast paced environment. We are looking for team players who are also able to work on their own initiative. If you feel you have the necessary qualities and skill set we would be delighted to hear from you.
Detailed job description and main responsibilities
1. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
2. Provide day to day supervision/management, mentoring and support, as well as on the job training to new or junior staff as required.
3. Maintaining accurate processing and storage of clinical records via both electronic systems and paper based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the appropriate professionals and to patients.
4. Managing own workload, ensuring compliance with standards relevant to the role and department, ensuring that a quality service is provided according to agreed policies and Standard Operating Procedures, referring to Manager where appropriate.
5. Ordering and maintaining office supplies and stationery, and other stock items as appropriate. This may include cash handling and the authorisation of requisitions within agreed limits.
6. Have responsibility for adhering to all relevant Trust policies, and ensuring that team members do likewise, and proposing practice changes within own area/department.
Person specification
Qualifications
* Educated to GCSE/O Level standard/equivalent
* RSA/OCR Level II or equivalent
Experience
* Excellent knowledge of the full range of Microsoft Office Programmes (i.e. Word/Outlook/Excel/PowerPoint)
* Experience working in an NHS office environment
* Experience dealing with non-routine issues such as problem solving, developing alternative or additional administrative procedures.
* Experience of planning and organising events e.g. MDTs and case conferences.
Skills
* Able to use own initiative and able to work with limited supervision, managing and prioritising own workload
* Ability to accurately maintain computerised and manual filing/documentation system
* Ability to supervise and motivate secretarial support staff
* Advanced knowledge of specialist medical terminology and secretarial procedures, many of which are nonroutine.
* Knowledge of internal PAS system
* Clear understanding of confidentiality and data protection issues
Please note your application will be transferred from the NHS Jobs system to internal Walsall Healthcare Trac System. All correspondence will be sent via Trac.
Application numbers
Please note this vacancy may close early due to high volume of applications.
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