Job summary We are seeking keen and enthusiastic people to provide strong secretarial, organisational and administrative support within our Maxillofacial Department supporting our corneal medical secretaries. The successful candidates will ideally have a medical secretarial background with strong computer skills including fast and accurate audio typing. Key skills required are excellent verbal and written communication skills, enabling communication at all levels, a keen eye for detail, good time management, and the ability to work to tight deadlines prioritising workload under pressure while working efficiently as part of a friendly, busy team, ensuring the best possible care for our patients in a timely manner whilst ensuring that targets adhered to. Main duties of the job To provide full secretarial support to the Maxillofacial Department. To work flexibly and sensitively with other disciplines both on and off the QVH site. To provide and receive confidential and sensitive information written, aural or verbal, to be exchanged with patients/clients, relatives, staff or external parties. To review and manage the patient pathway to ensure all RTT targets are met, escalating concerns when they arise. To communicate sensitively and appropriately with patients suffering from serious illness. About us Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond. A centre of excellence, with an international reputation for pioneering advanced techniques and treatments. Everything we do is informed by our passion for providing the highest quality care and the best clinical outcomes. At QVH we are proud of our achievements and our specialist services continue to record excellent clinical outcomes for patients. We regularly receive excellent results from patient satisfaction surveys and on average 98% of inpatients say they would recommend the hospital to their family or friends. Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning. Date posted 29 October 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum Contract Permanent Working pattern Part-time Reference number 276-6507298-JT Job locations Queen Victoria Hospital Holtye Road East Grinstead RH19 3DZ Job description Job responsibilities Maintain close and collaborative working relationships with the Service Co-ordinator and other administrative and clinical staff. Maintain effective manual and computerised systems to ensure accurate and timely delivery of information to clients and professionals. Deal with correspondence making use of IT, i.e. email, internet and intranet, using initiative and discretion to prioritize. Deal with all telephone calls promptly and courteously with an empathetic approach. Respond sympathetically to individual needs within resources available. Type clinic letters from digital dictation to meet Trust guidelines on responses. Ensure clinic letters are sent out to GP within agreed timeframe of the clinic date. Ensure an audit trail in the patients notes is kept. Responding to the requests of the Patient Access team regarding RTT18 queries and/ or input clinical outcomes for clinics. Book appointments for patients for the services as required onto Patient Care. Manage patients expectations when booking appointments and advising them of updates. Monitor the patient pathways for all patients in the services make every effort to ensure all patients are offered an appointment within 6 weeks of referral. Support the Service Co-ordinator with gathering monitoring data for the service as required. Ensure patient case notes are stored, tracked and archived according to Trust guidelines. Develop and maintain a sound knowledge of medical terminology, tests, symptoms and procedures. Actively participate in Departmental meetings as required. Attend statutory Trust training courses as necessary and access training ensuring continued professional development within the service. Follow the QVH Trusts guidelines on confidentiality. Ensure a professional image of QVH and the service is maintained at all times. Job description Job responsibilities Maintain close and collaborative working relationships with the Service Co-ordinator and other administrative and clinical staff. Maintain effective manual and computerised systems to ensure accurate and timely delivery of information to clients and professionals. Deal with correspondence making use of IT, i.e. email, internet and intranet, using initiative and discretion to prioritize. Deal with all telephone calls promptly and courteously with an empathetic approach. Respond sympathetically to individual needs within resources available. Type clinic letters from digital dictation to meet Trust guidelines on responses. Ensure clinic letters are sent out to GP within agreed timeframe of the clinic date. Ensure an audit trail in the patients notes is kept. Responding to the requests of the Patient Access team regarding RTT18 queries and/ or input clinical outcomes for clinics. Book appointments for patients for the services as required onto Patient Care. Manage patients expectations when booking appointments and advising them of updates. Monitor the patient pathways for all patients in the services make every effort to ensure all patients are offered an appointment within 6 weeks of referral. Support the Service Co-ordinator with gathering monitoring data for the service as required. Ensure patient case notes are stored, tracked and archived according to Trust guidelines. Develop and maintain a sound knowledge of medical terminology, tests, symptoms and procedures. Actively participate in Departmental meetings as required. Attend statutory Trust training courses as necessary and access training ensuring continued professional development within the service. Follow the QVH Trusts guidelines on confidentiality. Ensure a professional image of QVH and the service is maintained at all times. Person Specification Qualifications Essential Secondary education to GCSE level including English and Maths NVQ level 3 in administration or equivalent experience or RSA level III or able to demonstrate equivalent skill Experience Essential Significant experience in secretarial/administration, preferably in a medical setting Working in a multi-disciplinary team Aware of confidentiality and General Data Protection Regulations (GDPR) Desirable Knowledge and awareness of medical terminology Knowledge of NHS performance/targets Skills Essential o Accurate audio typing o Typing speed of at least 60wpm Audio typing Proficient use of computers and software packages, including the knowledge of databases and spreadsheets Attributes Essential Good command of English, both written and verbal, with good grammatical and spelling ability Attention to detail with high degree of personal organisation, prioritisation and self-management Demonstrate ability to work under pressure Person Specification Qualifications Essential Secondary education to GCSE level including English and Maths NVQ level 3 in administration or equivalent experience or RSA level III or able to demonstrate equivalent skill Experience Essential Significant experience in secretarial/administration, preferably in a medical setting Working in a multi-disciplinary team Aware of confidentiality and General Data Protection Regulations (GDPR) Desirable Knowledge and awareness of medical terminology Knowledge of NHS performance/targets Skills Essential o Accurate audio typing o Typing speed of at least 60wpm Audio typing Proficient use of computers and software packages, including the knowledge of databases and spreadsheets Attributes Essential Good command of English, both written and verbal, with good grammatical and spelling ability Attention to detail with high degree of personal organisation, prioritisation and self-management Demonstrate ability to work under pressure 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Queen Victoria Hospital NHS Foundation Trust Address Queen Victoria Hospital Holtye Road East Grinstead RH19 3DZ Employer's website https://www.qvh.nhs.uk/ (Opens in a new tab)