Blackpool Teaching Hospitals NHS Foundation Trust
An opportunity has arisen to join a busy and forward-thinking team within the Cardiology Department. The role is full-time at 37.5 hours, worked over 5 days.
If you are an enthusiastic, experienced, and motivated person, we welcome your application to join a secretarial team embedded within a proud and hardworking Unit. You will be responsible for a Cardiology Consultant and his Team. Amongst your duties will be coordinating diaries, processing admin, completing validations, typing of clinics, and management of a waiting list, ensuring a proactive approach to patient care.
Main duties of the job
Main duties will include coordinating diaries, processing admin, completing validations, typing of clinics, and management of a waiting list, ensuring a proactive approach to patient care.
To provide a comprehensive secretarial service to the Cardiology Consultant Team, including the Head of Department or visiting consultants. The appointed candidate would work in accordance with trust policy; manage clinic appointments and operative/procedure waiting lists using Ormis. Organise the workload with the Consultant Cardiologist and their team to ensure that an efficient service is provided and best use of theatre utilisation.
Act as a point of contact for all forms of communication for the Consultant Cardiologist and their team. Carry out secretarial duties in such a way as to make a direct and positive contribution to the organisation of the work. It is essential to exercise initiative commensurate within the role, and it is vital that confidentiality be maintained at all times. In line with any review of services, the post holder may be expected to change working practices over time.
Job responsibilities
1. Using knowledge and experience, you will be accountable for the day-to-day management of your own and the Consultant's non-clinical workload. The ability to prioritise work and work without supervision is essential.
2. To be administratively responsible for outpatient and operation theatre lists/procedures from initial inpatient/outpatient referral through to eventual discharge from the care of the Consultant.
3. Hold accurate databases to track pre-operative waiting list patients, patients awaiting investigations, and new referrals either internally or from district general hospitals. Establish efficient office systems through lean methodologies.
4. Using G2, typing, and checking your own dictation prior to signing by the Consultant and assisting with typing for team colleagues as and when time permits.
5. To have an in-depth understanding and responsibility for a wide range of office, administrative, and secretarial procedures, including Clinical Coding of notes, Pharmacy documentation, HISS, Maxims, G2, Nexus, Outlook, Trust Policies, and Waiting List Procedures.
6. Arrange patient admissions and coordinate their pre-admission to coincide with anaesthetist availability, ensuring all pre-operative tests are available to assist with the same-day admissions pathway, ensuring all patients are admitted safely following all Trust guidance and procedures in relation to COVID-19.
7. Prepare accurate theatre lists and distribute them appropriately in a timely manner.
8. Following protocols, take responsibility to inform patients to stop certain medications prior to surgery and to start medication again, if appropriate, if surgery is cancelled.
9. Book frozen sections. Give blood bank adequate notice to allow for special arrangements to be made prior to surgery if any patient is known to have an unusual blood type.
10. Use your initiative but also work proactively within the team to ensure the speciality operates at maximum efficiency.
11. Monitor and maintain RTT pathways on the HISS system.
12. Understand Trust waiting list policies and be aware of regular updates required for the Directorate to keep track of performance and monitor patient waiting times.
13. Assist with the arrangements for extra clinics on/off site to maintain the patient pathway target.
14. Responsible for day-to-day management and effectively handing over workload to colleagues during leave.
15. Use knowledge and experience to assist and monitor new secretarial staff in all aspects of the post, using the training packages to ensure that new staff are fully compliant in all the systems they need and to be done so in a timely manner.
Please see the attached Job Description & Person Specification for further information before applying for the position.
Person Specification
Education and Qualifications
* NVQ level 3 business admin (or equivalent)
* AMSPAR Diploma or equivalent experience
Experience and Knowledge
* Previous secretarial experience
* Knowledge of Microsoft Office programmes
* Experience using G2 Speech Software
* Knowledge of hospital information systems (HISS/ORMIS/MAXIMS/NEXUS)
* Previous experience of working within the NHS
* Understanding of specialist medical terminology and procedures
Skills and Ability
* Advanced keyboard skills
* Excellent organisational and communication skills
* Effective team player
* Efficient and enthusiastic
* Flexible approach to the post
* Diplomatic
* Confident
* Ability to communicate at all levels
* Ability to work on own initiative
* Problem-solving ability
* Ability to learn new tasks, procedures, and terminology
* Ability to communicate effectively in English
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.
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