Job summary
- Main area
- Gastroenterology
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time
- Flexible working
- Home or remote working
- Job ref
- 344-4412QEH
- Employer
- East Kent Hospitals University NHS Foundation Trust
- Employer type
- NHS
- Site
- QEQM Margate
- Town
- Margate
- Salary
- £22,816 - £24,336 per annum
- Salary period
- Yearly
- Closing
- 28/07/2024 23:59
Employer heading
IBD Medical Secretary
NHS AfC: Band 3
Job overview
Responsibility for maintaining an efficient and effective secretarial service for Inflammatory Bowel Disease (IBD) service incorporating the provision of secretarial, clerical and administrative support. Work in a team based secretarial service providing support for each other and ensuring continuity of the service. To act as point of liaison between patients, GP's other internal teams and external agencies.
·
Main duties of the job
Manage and monitor patients through their treatment pathway ensuring compliance to RTT, cancer pathways
and local waiting time standards. Provide comprehensive administrative, clerical and transcribing & typing support to
consultants and their teams. Work in a team based secretarial service providing support for each other and
ensuring continuity of the service. Act as a key point of liaison between patients, GPs, other staff and outside
agencies.
Working for our organisation
We are one of the largest hospital trusts in England, with five hospitals and community clinics serving a local population of around 800,000 people. Our vision is 'great healthcare from great people'. Everything we do is guided by our values: 'People feel cared for, safe, respected and confident that we are making a difference’. We have a new way of working at East Kent Hospitals, called 'We care'. It's about empowering frontline staff to lead improvements day-to-day. We're looking for compassionate people to be part of our improvement journey for the patients, families and carers we care for every day.
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Please note that if you require a Certificate of Sponsorship to work in the UK you must declare this on your application form, even if you currently have a certificate of sponsorship or a work permit for another role and are already working in the country. Please note we are only able to sponsor candidates on a Skilled Worker Visa applying for roles Band 5 and above.
Detailed job description and main responsibilities
· Act as first point of contact on behalf of the Nurse Consultant, IBD nurses and the Trust to deal effectively and courteously with all enquires from GPs, patients, other departments within the Trust and all other departments. Assessing all enquires, deal with effectively and respond appropriately.
· Transcribe from audio, copy type, edit all clinical letters and other correspondence as required by the consultant and team, ensuring layout, spelling, grammar and punctuation is consistent.
· Validate and manage patient pathways in line with RTT rules and Access Policy standards.
· Organise own work schedule, adapt the schedule as required to meet commitments to others within the agreed timescales and, where this is not achievable, give notification promptly to line manager with reasons.
· To process both incoming and outgoing mail, dealing with all correspondence in an appropriate and timely manner. Ensuring any urgent correspondence (i.e. patient referrals, emails, etc.) are dealt with immediately and that where necessary the patient is contacted directly with regard to urgent clinic appointments or admissions. Ensure documents are scanned and uploaded to patients record.
· Make appointments as appropriate, in line with government and local targets. Where this is not achievable, give notification promptly to the Nurse Consultant/Operations manager.
· To maintain an effective filing system, and to file papers into health records as appropriate, in accordance with the health record keeping standards.
· Retrieving case notes when requested. Track all case notes handled.
· Raise CMF forms using the electronic CMF system for clinic amendments due to clinician’s leave e.g. annual leave, study leave on calls and meetings.
· Communicate and collaborate with Local, Regional and National Organisation's regarding Inflammatory Bowel Disease Service.
· To support the audit process within the IBD service. Enabling accurate data for collation for the purpose of assisting with data analysis and transformation of data into presentations and reports.
· Provide support to other members of the secretarial team and give cross-cover during periods of annual or sick leave as required.
· Work flexibly as part of the gastroenterology team. Ensure data confidentiality and data protection are followed at all times.
· Undertake other clerical duties to ensure the smooth running of the office.
Person specification
Experience
Essential criteria
- Experience of a range of secretarial procedures and practices with a base level of theoretical knowledge.
- Experience of working for and within a team.
Desirable criteria
- Previous experience working within a busy administrative environment.
- Previous NHS/medical secretary experience.
Qualifications
Essential criteria
- GCSE in Maths and English or Equivalent
- Computer literate including Word and Excel and use of Microsoft software packages
Desirable criteria
- ECDL
- Administration Diploma/NVQ
Skills
Essential criteria
- Advanced IT and keyboard skills.
- Ability to communicate with, co-ordinate and liaise with a multidisciplinary team.
- Data entry, text processing, storage of data, numeracy, accuracy and attention to detail.
- Ability to prioritise workload and meet deadlines.
Desirable criteria
- Able to make judgements involving facts or situations requiring some analysis.
- Ability to undertake surveys and audits as necessary to own work.
Other
Essential criteria
- The post holder will have access to confidential information that must not be divulged to any other unauthorised person at any time. This is in compliance with the Trust Data Protection Policy
Employer certification / accreditation badges
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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
- Lauren Pavitt
- Job title
- Lead Medical Secretary
- Email address
- [email protected]
- Telephone number
- 01843 235014
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