Job summary
- Main area
- Admin and Clerical
- Grade
- NHS AfC: Band 2
- Contract
- Permanent
- Hours
- Part time - 20 hours per week
- Job ref
- 388-6472443-A&C
- Employer
- Torbay and South Devon NHS Foundation Trust
- Employer type
- NHS
- Site
- Women's health unit level 5
- Town
- Torquay
- Salary
- £22,383 pro rota
- Salary period
- Yearly
- Closing
- 03/08/2024 23:59
Employer heading
Administrative Assistant
NHS AfC: Band 2
Job overview
Our Medical Secretary will provide high quality administrative support to the Obstetrics and Gynaecology Department, working effectively in a team, providing cross cover for colleagues during absence. They will provide typing, administrative, and clerical support to ensure an effective and efficient service in line with Standard Operating Procedures.
They will help and support the Medical Secretaries and support the Team Leader to undertake change management. They will be able to work flexibly to meet the demands of the service. They will ensure that patients are treated with courtesy, dignity and respect.
Main duties of the job
- To type clinical and non-clinical correspondence and reports in accordance within local targets
- · To accurately deal with the E-referrals worklist and email to the relevant Consultant.
- · 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 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 been completed, prioritising 2WW clinics.
- · Ensuring a Patient Pathway Identifier (PPI) is correctly allocated to an event booked on PAS
- · Responsible for entering further RTT codes as required
- • Discharged on receipt of reports
- • Treated after appointment
- · Escalate to the Medical secretary of any anomalies or concerns.
- · To ensure Inter Provider Transfers (IPT) are completed and updated
- · To answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries
- · To provide cover for the other members of the secretarial and administration team, as required.
Working for our organisation
The Obstetrics and Gynaecology department consists of 11 Consulants, 5 in Obstetrics, 2 Urogynaecologists, 2 Colposcopists and 2 in Minimal Invasive Treatment.
There are also Juniors’ Doctors ranging from FY1s to ST8s including Associate Specialist and Trust Grade Doctors.
The department is supported by a Service Manager, Practice Manager, 2 Team Leaders and a team of B3 and B2 Medical Secretaries / Administrative Assistants.
The Obstetrics and Gynaecology 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 prioritise 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 Obstetrics and Gynaecology Department.
This role is a great training opportunity in order to progress your career.
Detailed job description and main responsibilities
· This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care
· 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 answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries
· To provide support to new members of staff
- To prioritise work load
-
· To ensure results/reports/correspondence are filed in case notes in line with Health Records Standards
· To undertake a variety of office duties, such as monitoring and dealing with emails received via shared email accounts, filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
· To contribute to the development of policy and processes as required
Person specification
Person Specification
Essential criteria
- • 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
- • Proven experience of providing a customer focussed service
- • Ability to audio type
- • Able to manoeuvre and transport medical notes around the Department and Hospital site (av. weight 12kgs)
Desirable criteria
- • 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, Systmone etc.
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
- Jo Wilkes
- Job title
- Admin Team Leader
- Email address
- [email protected]
- Telephone number
- 01803 656379
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