Job summary We are looking for an enthusiastic member of staff to join our existing secretarial team within the Head and Neck Department as a Secretarial Assistant. The ideal candidate will have proven admin experience, be willing to audio type and be able to provide excellent customer care. We will provide training for our patient records systems and the hospital databases, such as PAS and e-Referral system. Experience of using Microsoft applications would be advantageous. We would expect the candidate to have proven relevant experience of working in a similar role but training is provided. If you are a good communicator and can work both independently and as part of team we would like to hear from you. Main duties of the job To type clinical and non-clinical correspondence and reports in accordance within local targets. To use the relevant IT systems to register patients, transfer medical records, input clinical letters as required. To undertake a variety of office duties, such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department. To comply with the Trust's Patient Access Policy and Standard Operating Procedures. To ensure that all results/reports/ correspondence are filed in the case notes in line with Health Records standards. To enter Referral to Treatment (RTT) pathway events accurately. Ensuring all clinic outcomes have been recorded accurately, and complete or amend any that have not. Ensuring a Patient Pathway Identifier (PPI) is correctly allocated to any event booked on PAS Ensuring that the review status is updated Responsible for entering further RTT codes as required: Discharged on receipt of reports Treated after appointment Escalate to the Admin Team Leader any anomalies or concerns To ensure Inter Provider Transfers (IPT) are completed and updated. To ensure that e-Referral work lists are actioned daily. To provide cover for the other members of the secretarial and administration team, as required. About us The Head and Neck Department consists of Ear, Nose and Throat, Oral and Maxillofacial Surgery, Orthodontics, Restorative Dentistry and Plastic Surgery. The Head and Neck service is very busy and the secretarial team is key to ensure things run smoothly and efficiently. It is therefore imperative that each member of the team works well under pressure and as a team player but equally as important that they are able to work independently and priorities workload effectively. One of the main rewards of this role is knowing you have made a difference and enhanced a patient's experience within the department. For an informal discussion please contact: Rachel Murphy rachel.murphy13nhs.net Date posted 21 January 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year per annum pro rata Contract Permanent Working pattern Full-time Reference number 388-6824741-A&C Job locations Torbay Hospital Newton Road Torquay TQ2 7AA Job description Job responsibilities To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GPs and other external agencies To prioritise work load Ensure patients are put at the heart of the service Ensuring patient files are tracered accurately Please refer to your suitability to the post in your supporting information from the role requirements or person specification. Job description Job responsibilities To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GPs and other external agencies To prioritise work load Ensure patients are put at the heart of the service Ensuring patient files are tracered accurately Please refer to your suitability to the post in your supporting information from the role requirements or person specification. Person Specification Essential and Desirable Essential oGood standard of general education to include GCSE in Maths and English or equivalent. oTyping to RSA II/OCR II or equivalent level of speed and accuracy (40wpm). oExperience of Administrative/typing duties. oKnowledge of Microsoft Office software. oAbility to work on own initiative and prioritise own workload. oAbility to work as part of a team. oAble to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing. oProven experience of providing a customer focussed service. oAbility to audio type. Desirable oKnowledge of Trust Patient Administrative and Information Systems. oUnderstanding of Patient tracking Lists (PTL). oKnowledge of a range of patient computer software packages e.g. e-Referrals, Infoflex, CRIS etc Person Specification Essential and Desirable Essential oGood standard of general education to include GCSE in Maths and English or equivalent. oTyping to RSA II/OCR II or equivalent level of speed and accuracy (40wpm). oExperience of Administrative/typing duties. oKnowledge of Microsoft Office software. oAbility to work on own initiative and prioritise own workload. oAbility to work as part of a team. oAble to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing. oProven experience of providing a customer focussed service. oAbility to audio type. Desirable oKnowledge of Trust Patient Administrative and Information Systems. oUnderstanding of Patient tracking Lists (PTL). oKnowledge of a range of patient computer software packages e.g. e-Referrals, Infoflex, CRIS etc 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 Torbay and South Devon NHS Foundation Trust Address Torbay Hospital Newton Road Torquay TQ2 7AA Employer's website https://www.torbayandsouthdevon.nhs.uk (Opens in a new tab)