Main area Secretary/administrative assistant Grade NHS AfC: Band 3 Contract Permanent Hours
* Part time
* Flexible working
31.5 hours per week (Monday - Friday. Start / finish times are negotiable and will be discussed at interview) Job ref 302-24-6829743SS
Employer Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust Employer type NHS Site MSK CATS Dept, Boston House Health Centre Town Wigan Salary £24,071 - £25,674 per annum, pro rata Salary period Yearly Closing 29/01/2025 23:59
NHS AfC: Band 3
Job overview
The MSK CATS service at Wrightington Wigan and Leigh Teaching Hospitals NHS Foundation Trust are recruiting an enthusiastic individual to join our well-established team as a secretary / administrative assistant.
The role will be predominantly based at Boston House Health Centre, although there may be a requirement to work in community settings across the Wigan and Leigh borough. Therefore, you must be able to travel across the Trust independently.
This post involves contact with patients and families face to face within a community setting. Therefore, it cannot be ruled out that the post holder may come in to contact with people who have COVID-19, although the Trust provides PPE and takes all reasonable steps to minimise risk.
Main duties of the job
You will be expected to provide a comprehensive and efficient secretarial service for the MSK CATS service working within a well-established administrative team. You must be able to work as part of a team as well as use your own initiative and have the ability to prioritise your own workload. Good communication skills are required.
You must have excellent organisational skills, sound computer skills and RSA Level 2 typing and word processing (or equivalent) qualifications/skills.
Duties include typing clinic letters using The BigHand audiotyping software, and experience of using this system or other audiotyping software is desirable. Knowledge of medical terminology and experience of working in a clinical environment is essential. This role will also involve reception duties. The department uses SystmOne, eReferrals / Choose & Book and occasionally HIS. As such, a working understanding of these electronic patient records would be an advantage.
Detailed job description and main responsibilities
Duties and Responsibilities
* To provide a comprehensive secretarial and confidential service to the Team Leader and MSK CATS Department including management of correspondence, typing of reports, letters, etc.
* To carry out general reception duties, including checking in patients, answering the telephone, ordering ambulances, arranging interpreter services, legal administrative duties / invoices and dealing with routine enquiries, etc.
* To be responsible for the registration and referring of patient details, including data collection and inputting onto SystmOne. To be able to access and navigate eReferrals / Choose & Book and the Patient Administration System (PAS).
* To take delegated responsibility for the allocation of MSK CATS appointments for patients referred to the MSK CATS service.
* To attend relevant meetings and be responsible for the taking and producing of minutes accurately, efficiently and to distribute appropriately.
* To accurately and efficiently input patient data into the service-wide shared database for Squirrel Archives Storage System for MSK CATS records.
* To be responsible for the setting up of patient information databases alongside therapists and to ensure accurate input of data to be used in the development of the MSK CATS Service.
* To be able to use Microsoft Office Suite to carry out administrative duties to a high standard.
* To undertake any other duties that might be considered appropriate by the Clinical Services Manager.
Person specification
Qualifications
* Good general level of education to GCSE level or equivalent in maths and English
* RSA 11 or equivalent
* Evidence of CPD
* ECDL
Skills
* Forward thinking
* Excellent interpersonal skills & telephone manner
* Keyboard & basic typing skills
* Ability to use own initiative and work under direction
* Committed to personal and team development
* Able to work as a team member
* Ability to organise workload independently and adapt to changing priorities
* Commitment to CPD
Knowledge
* Clear vision of role
* Knowledge of how to use Trust patient administration systems (PAS systems, Electronic Patient Records, Digital Dictation systems)
* Knowledge of a broad range of medical terminology
* Knowledge of the Information Governance policy and its application regarding confidential information practice
* Awareness of Musculoskeletal Clinical Assessment Treatment Services
* Knowledge of NHS policies and procedures
* Understanding of 18 week policies, choose & book and patient choice; and the role of the medical secretary in implementing these policies
Experience
* Relevant experience in a secretarial or administrative position
* Experience of audio typing
* Experience of Microsoft Office applications
* Previous experience as a personal secretary
Additional
* Able to work flexibly across all Trust sites
* Ability to travel between sites within a time-frame deemed reasonable by the Trust
* Willing to meet the performance criteria set out in the job description and undertakes personal and professional development
* Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
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