Medical Secretary Team Leader - Small Joints
The Royal Orthopaedic Hospital NHS Foundation Trust
As the Team leader, the post holder will be responsible for supporting the Trust in the delivery of performance targets. To be responsible for the effective day-to-day management of the Secretarial team, taking the lead on the development and modernisation of the service. Participate in the implementation of process change that will actively promote and enhance the patient experience. To efficiently and effectively co-ordinate the delivery of the national performance targets in relation to the 18 weeks targets; by ensuring all patients on the Trust patient tracking list (PTL) are treated within national waiting times and ensuring that all planned elective theatre activity is fully utilised.
Main duties of the job
1. Deputise for the Clinical Services Support Manager.
2. Develop and continuously review processes and systems within their area to ensure quality of service delivery.
3. Develop and monitor key performance indicators, improve quality and the patient experience.
4. Support the team in the delivery of the national performance targets in relation to the 18 weeks, choose & Book and cancer targets.
5. Liaise with medical staff and multidisciplinary teams to ensure effective use of the outpatient and inpatient capacity.
6. To be responsible for the co-ordination of appointments/dates for patients appearing on the PTL.
7. To be responsible for ensuring the PTL's are validated on a weekly basis to ensure data quality is maximised.
8. To be responsible for ensuring all planned elective theatre activity is fully utilised.
9. Represent the medical secretarial body and escalate issues where they cannot be managed.
10. Work with medical teams to ensure that all patients are treated within national waiting times and where appropriate co-ordinate additional clinic sessions.
About us
The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.
Our Trust is a very special hospital; big enough to deliver world-class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.
The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.
We are a Disability Confident Leader and offer a range of inclusive, family-friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.
The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.
If you have a disability and need any support with your application or require any reasonable adjustments to be implemented, please do get in touch with the Recruiting Manager for this position so that the team can support you.
Job responsibilities
1. Deputise for the Clinical Services Support Manager.
2. Develop and continuously review processes and systems within their area to ensure quality of service delivery.
3. Develop and monitor key performance indicators, improve quality and the patient experience.
4. Support the team in the delivery of the national performance targets in relation to the 18 weeks, choose & Book and cancer targets.
5. Liaise with medical staff and multidisciplinary teams to ensure effective use of the outpatient and inpatient capacity.
6. To be responsible for the co-ordination of appointments/dates for patients appearing on the PTL.
7. To be responsible for ensuring the PTL's are validated on a weekly basis to ensure data quality is maximised.
8. To be responsible for ensuring all planned elective theatre activity is fully utilised.
9. Represent the medical secretarial body and escalate issues where they cannot be managed.
10. Work with medical teams to ensure that all patients are treated within national waiting times and where appropriate co-ordinate additional clinic sessions.
11. To escalate any potential capacity issues to the Clinical Services Support Manager, in line with patient access protocols.
12. Responsible for ensuring that the administration of the waiting list is managed in accordance with the Trust's Patient Access Policy.
13. Responsible for the day-to-day management of the administration function within designated team.
14. Responsible for ensuring accurate data entry of patient information onto PAS, in case notes and filing systems.
15. To develop and promote team working across all departments.
16. To assist the Clinical Services Support Manager in budget control.
17. To attend and prepare for the Trust weekly theatre 6 4 2 activity meeting in relation to represent the spinal service.
18. Resolve staffing issues, undertake appraisals, deal with disciplinary and grievance matters, recruitment and selection. Collate information relating to staff annual leave and sick leave.
19. To be responsible for continuous personal development and identify areas of personal development to ensure high standards are achieved.
20. To hold monthly team brief sessions, carrying out one-to-one meetings to ensure support in development needs and the teams.
21. Devise and develop in-house departmental induction for all new staff.
22. Foresee and plan for future requirements, e.g. annual and maternity leave to ensure continuity of service provision.
23. Liaise with other managers to ensure team working across disciplines and clarity within the patient access service.
Person Specification
Education/Training
* Knowledge of Microsoft Office Packages and other IT skills acquired through training and practical experience.
* Excellent understanding of general office working procedures.
* Knowledge and extensive experience using various patient healthcare systems, including the Patient Access System.
* 4 GCSE (C and above) or equivalent.
* Basic numeracy or literacy qualifications.
* RSA Stage 3 typewriting, word processing or equivalent.
* Evidence of self-development e.g. continuing professional development portfolio.
* Willingness to undertake any training required to enable further development of the role/function.
* AMSPAR or NVQ Business Administration or equivalent.
* Some supervisory or staff management experience.
* NHS or public sector experience preferred.
Experience and Attainments
* Good secretarial experience, preferably in healthcare.
* Experience in audio-typing.
* Customer care experience.
* Secretarial procedures.
* Knowledge of software programmes.
* Good understanding of medical terminology (and the ability to reach the required standard in medical terminology by the end of a 12 month period).
* Currently or recently a medical secretary or PA or similar job role.
Skills and Aptitudes
* Excellent command of English.
* Excellent relationship-building and networking experience required for working with a wide variety of people.
* Ability to supervise staff.
* Approachable and supportive towards colleagues.
* Sound decision-making skills.
* High standard of grammar and spelling.
* Able to prioritise.
* Well organised.
* Empathetic approach to managing and resolving enquiries.
* Supportive team member.
* Patient-focused.
* Calm and confident.
* Ability to resolve complex and difficult problems.
* Able to communicate sensitively and tactfully with patients and carers.
* Able to concentrate for long periods while transcribing audio tape.
* Able to prioritise and share the workload of the team effectively.
* Understands the limits of own responsibilities.
* Ability to create and manage rotas.
Personal Qualities
* Punctual and professional.
* Flexible attitude.
* Self-motivated, enthusiastic and accessible.
* Confident in dealing with people at all levels.
* Must be able to demonstrate behaviours consistent with the Trust's values.
Special requirements
* The post-holder will be required on occasions to perform tasks outside of the designated department, therefore flexibility is key.
Knowledge
* Knowledge of good practice and system of work within the secretarial/PA field.
* Knowledge of Health and Safety in the Workplace.
* Ability to complete mandatory training modules.
* Understanding of confidentiality and data.
* Knowledge of NHS policies.
* Knowledge of the Trust's values.
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
The Royal Orthopaedic Hospital NHS Foundation Trust
Address
The Royal Orthopaedic Hospital NHS Foundation Trust
£29,970 to £36,483 a year per annum pro rata
Contract
Permanent
Working pattern
Full-time
Reference number
303-6796076
Job locations
The Royal Orthopaedic Hospital NHS Foundation Trust
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