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.
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
* 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
* 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)
* Knowledge and awareness of medical terminology
* Knowledge of NHS performance/targets
Skills
* Accurate audio typing with a typing speed of at least 60wpm
* Proficient use of computers and software packages, including the knowledge of databases and spreadsheets
Attributes
* 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.
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