Main area Admin Grade NHS AfC: Band 2
Contract Permanent
Hours 37.5 hours per week (Full Time Mon - Fri - 0900-1700)
Job ref 388-6824741-A&C
Employer Torbay and South Devon NHS Foundation Trust
Employer type NHS
Site Torbay Hospital
Town Torquay
Salary £23,615 per annum pro rata
Salary period Yearly
Closing 04/02/2025 23:59
Secretarial Assistant - Head and Neck
NHS AfC: Band 2
Job overview
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 a 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:
o Discharged on receipt of reports.
o 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.
Working for our organisation
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 prioritize 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
Detailed job description and main responsibilities
To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GP’s and other external agencies.
To prioritise workload.
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
* Good standard of general education to include GCSE in Maths and English or equivalent.
* Typing to RSA II/OCR II or equivalent level of speed and accuracy (40wpm).
* Experience of Administrative/typing duties.
* Knowledge of Microsoft Office software.
* Ability to work on own initiative and prioritise own workload.
* Ability to work as part of a team.
* Able to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing.
* Proven experience of providing a customer-focused service.
* Ability to audio type.
* Knowledge of Trust Patient Administrative and Information Systems.
* Understanding of Patient tracking Lists (PTL).
* Knowledge of a range of patient computer software packages e.g. e-Referrals, Infoflex, CRIS etc.
You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.
If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.
IMPORTANT INFORMATION
* We reserve the right to close vacancies early if we receive a high volume of applications. Please apply promptly.
* Please read the job description and tailor your application to reflect the role.
* Correspondence will be via Trac, text and email. Please check your email and Trac account regularly.
* Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band.
* If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion.
* It is your responsibility to assist us in the timely receipt of appropriate references.
The Trust is committed to preventing discrimination, valuing diversity and achieving equality of opportunity. No person (staff, patient or public) will receive less favourable treatment on the grounds of the nine protected characteristics as governed by the Equality Act 2010. If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.
Employer certification / accreditation badges
Name Rachel Murphy
Job title Admin Team Leader - ENT and Plastic Surgery
Email address [emailprotected]
Telephone number 01803 656899
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