Worcestershire Acute Hospitals NHS Trust
We are looking for a Support Secretary to join our friendly and passionate admin team. The post will be a hybrid role between the Oral/Maxillofacial and the Ear, Nose and Throat department, based at Worcester hospital, although flexibility to work across site will be expected.
The Oral/Maxillofacial and Ear, Nose and Throat services are an innovative specialty, providing outpatient and surgical services to patients across Worcestershire and beyond.
We can offer you an interesting and rewarding post that delivers a comprehensive administrative service to our Oral/Maxillofacial/Ear, Nose and Throat patients and clinical team, which will include appointment booking, typing clinic letters, and monitoring of waiting lists. If you have the skills and would like to join our team, we would love to hear from you.
Main Duties of the Job
This secretarial and administration role is part of a team that provides a comprehensive service to both patients and the clinical team for the Oral/Maxillofacial/Ear, Nose and Throat specialties. These services provide care and treatment for patients with Head & Neck related conditions. Therefore, this role requires professionalism, good communication skills, adaptability, and great attention to detail.
The duties are varied and, in addition to the traditional secretarial role, include providing letter transcription, monitoring waiting lists, preparing clinic documentation, answering incoming telephone calls, and providing clerical support to the clinical teams.
Job Responsibilities
1. Provide administrative assistance and secretarial support to the Consultants and Senior medical staff.
2. Prioritise workload and familiarise yourself with all aspects of office procedures to facilitate the day-to-day running of the office.
3. Type Oral/Maxillofacial/Ear, Nose and Throat clinical staff correspondence, e.g., transcribe digital dictation.
4. Generate operation notes, letters, discharge summaries, and other official correspondence.
5. Deal with day-to-day incoming mail according to office policy, assigning priority and/or taking necessary action without reference to consultant staff if necessary.
6. Input information onto computer systems as required.
7. Assist in the management of waiting lists by ensuring patient details are entered correctly, liaising with admissions office staff, and ensuring information on the OASIS patient administration system is up to date.
8. Assist with the validation of patients awaiting outpatient and inpatient attendance.
9. Maintain patients' records and track notes electronically in a manner acceptable to the trust.
10. Ensure that patients' case notes are maintained in good order, including appropriate filing of results and correspondence.
11. Monitor investigation dates and results, bringing these to the attention of the relevant Consultant.
12. Observe absolute confidentiality of all information obtained in the course of your work.
13. Participate in the collection and transmission of information to enable the Directorate to meet its objectives.
14. Familiarise yourself with the Trust Information Systems and any changes in the facility of the systems.
15. Undertake any other duties as required by the Directorate Support Manager in accordance with the needs of the service.
Person Specification
Qualifications
* Typewriting / word processing RSA Level 2 or equivalent
* GCSE English and Maths at Grade C or above, or equivalent
* AMSPAR qualification or working towards
* AMSPAR medical terminology qualification
Experience
* Previous medical secretarial / hospital experience
* Previous experience working in a busy office
* Previous experience of dealing with members of the public
* Knowledge of NHS systems
* Working knowledge of Oasis / PAS / Bluespier / CLIP
Knowledge and Skills
* Self-reliant, ability to work independently and as part of a team
* Working knowledge of Microsoft Office
* Good telephone skills
* Excellent verbal and written communication skills
* Good organisational skills
* Knowledge of NHS systems
* Working knowledge of Oasis / PAS / Bluespier / CLIP
Personal Qualities
* Able to work in demanding conditions where there is a high volume of activity
* Accurate and attentive to detail
* Willingness to work with team members to help develop office and communication systems in conjunction with evolving working practices
Other Job Requirements
* Adaptable / Flexible
* Able to prioritise workloads
* Willing to work flexible hours
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 Name
Worcestershire Acute Hospitals NHS Trust
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