Job summary
- Main area
- Neurosurgery
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 216-CB-S6514733-A
- Employer
- University Hospitals Plymouth NHS Trust
- Employer type
- NHS
- Site
- Derriford Hospital
- Town
- Plymouth
- Salary
- £24,071 - £25,674 Per Annum
- Salary period
- Yearly
- Closing
- 29/09/2024 23:59
Employer heading
Cluster Secretary
NHS AfC: Band 3
Job overview
CLUSTER SECRETARY – ENT & AUDIOLOGY, NEUROSURGERY & PAIN MANAGEMENT AND MAIN OUTPATIENTS
This is an exciting opportunity for an enthusiastic, capable and motivated individual to join our team as the Cluster Secretary for ENT, Audiology, Neurosurgery, Pain Management and Main Outpatient services.
The role is interesting and demanding, and will require someone who is flexible, able to work well within a busy environment, and can demonstrate their ability to prioritise and organise their workload.
The ideal candidate must have a flexible ‘can do’ attitude and the ability to use own initiative with excellent communication/interpersonal and IT skills.
***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
- Supporting the Service Line Cluster Manager with administration support and diary management.
- Supporting the management, nursing and medical teams with general administration and meetings.
- Preparation of meeting papers and taking minutes at a variety of meetings across the services.
- Assisting with the monitoring of reports, highlighting areas of non-achievement within the services, such as mandatory training and appraisals.
- Assisting with queries from patients and colleagues
Working hours:
37.5 hours. You will be required to work Monday – Friday and your work pattern will be 08:00 – 16:00 or 09:00 – 17:00.
For more information or to discuss the role of Cluster Secretary please contact Rachael Buller via 01752 437157 or Michaela Slocombe via 01752 431832.
Working for our organisation
We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Detailed job description and main responsibilities
1. Administrative support for Service Line Cluster Manager, including diary management.
2. To assist with the monitoring of reports, highlighting areas of non-achievement to the service line management team such as appraisals and mandatory training.
3. Exercises judgement when dealing with enquiries, including telephone enquiries for the team and arranging meetings as requested for Service Line management team.
4. To track and analyse service line complaints and ensure responses are completed within the trust’s standard turnaround times. Taking responsibility of requesting notes for complaints and arranging meetings where necessary.
5. Chase un-coded episodes hospital notes for the service lines, ensuring that notes are given to the Coding Department by the ward clerks, so that the service line does not miss income.
6. To action RTT data quality report as required, as directed by Service Line Cluster Support Manager.
7. To assist with rota management for theatre schedules, and speciality rotas, also support the rota office when required.
8. To support the medical secretarial teams when required with general admin tasks, providing secretarial and administrative service to clinical teams.
9. Demonstrate own activities to new starters and provide training as required.
10. Check patient details and update on iPM as necessary. This could be related to the booking of patients or PTL tasks.
11. Take and transcribe minutes from meetings as required.
12. Maintain hospital notes in accordance with the Plymouth Hospitals NHS Trust policies.
13. Be versatile and adaptable to the demands of the team. Work is managed rather than supervised and take the initiative as and when required. Works in accordance with SOP’s.
14. Ensure effective communication with all members of a multi-disciplinary team.
15. Required to cover admin and clerical colleagues during times of absence or increased workload as requested by line manager.
16. Assist in sorting and dealing with incoming post and distributing as necessary.
17. Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records when required.
18. Other duties, which may be allocated by the Support Manager and Clinical Admin Managers
19. To be fully conversant with case notes policy and other trust policies relevant to role.
Person specification
Qualifications
Essential criteria
- GCSE’s 9-4 (A-C) in Maths & English
- NVQ Level 3 or equivalent demonstrable experience
Knowledge and Experience
Essential criteria
- Demonstrable experience of dealing face-to-face with medical and admin staff, general public and difficult customers/patients
- Able to deal with telephone and email enquiries
Desirable criteria
- Proven knowledge of hospital systems, including IPM, e discharge, theatre e lists
Aptitude and Abilities
Essential criteria
- Able to prioritise workload and meet deadlines
- Good communication skills, with ability to demonstrate fluency, clarity and effectiveness at all levels
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Michaela Slocombe
- Job title
- Deputy Service Line Manager
- Email address
- [email protected]
- Telephone number
- 01752 431832
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