Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job ref
- 203-EL751
- Employer
- South Warwickshire University NHS Foundation Trust
- Employer type
- NHS
- Site
- Medical Secretariat Team 1
- Town
- Warwick
- Salary
- £22,816 - £24,336 per annum
- Salary period
- Yearly
- Closing
- 21/07/2024 23:59
Employer heading
Team Secretary
Band 3
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
We are looking for highly motivated, committed and passionate individuals to join our Medical Secretarial Team at Warwick University Hospital.
All positions are based at Warwick Hospital working Monday – Friday and will involve a mixture of home and office-based work. The vacancies are full time, part-time would be considered.
Would you like job where you can expect:
Every day to be different.
Work with a variety of professionals.
Have an opportunity to contribute to a patient’s journey.
Something that is really rewarding that gives you good job satisfaction.
Make some great friends and be part of a lovely community.
Help to implement/change processes to improve the healthcare experience.
Flexible approach to working.
Main duties of the job
To work as part of a team providing secretarial support for the consultants, junior medical staff and nursing staff within the team with particular responsibility for audio typing as delegated by the Secretarial Team Leader.
To support the management of the elective and/or emergency pathways to include Cancer, Referral to Treatment Targets (RTT) and E-referrals.
To support the delivery of a specialty specific single point of access for patients. To work collaboratively with other members of the administrative team within the Medical Secretariat.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
To type all correspondence relating to outpatients and inpatients, as well as typing departmental correspondence.
To request patients new and follow up appointments as required using Lorenzo system and liaising with appropriate consultants and departments.
To receive enquiries from patients and staff, resolving enquiries and forwarding more complex issues to the most appropriate member of the team.
To update and maintain the 18 week RTT Status, ensure accurate record keeping at all times. To complete ITT forms as required according to the Standard Operating Procedure.
To provide cross cover for secretarial team during annual leave and sickness.
To co-operate in the introduction of new procedures, policies or technology, including any technology associated with the Patient Administration System, and assisting managers in its implementation.
To set up and maintain filing systems ensuring all documents are accurately and are appropriately archived.
To obtain investigation results and exercise judgement to ensure that medical attention is urgently drawn to histology and urgent telephoned results and all results are filed in the patient’s records.
To take responsibility for patients notes in the office. To implement secretarial and administrative policies to track medical records and referral letters using Lorenzo.
To take responsibility of patient electronic records and ensure data is relevant, up to date and accurate, logging data where necessary.
To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e-mail correspondence.
To action all routine leave requests for the medical staff promptly in accordance with Trust Policy including completing the electronic session cancellation form and forwarding to the appropriate person within the given timescale.
To maintain clinician’s diaries, ensure meetings are arranged and undertake minutes for meetings as and when required.
Person specification
Qualifications
Essential criteria
- Able to demonstrate good basic education
- English language pass GCSE
- RSA III or equivalent speed and accuracy
Desirable criteria
- European Computer Driving License
Experience
Essential criteria
- Working knowledge of Microsoft Office
Desirable criteria
- Working knowledge of PAS
Skills
Essential criteria
- Articulate – excellent communications skills
- Friendly and professional telephone manner to support the above
- Good audio/copy typing skills
- Able to prioritise tasks
- Demonstrates potential to be able to work under pressure
- Demonstrate understanding of patient confidentiality
Desirable criteria
- Experience of Excel and Powerpoint
Personal Qualities
Essential criteria
- Able to respond effectively to working alone or in a team
- Conscientious and hard working
- Ability to deal with distressing situations patients/relatives
- Ability to use initiative
- Honest and reliable
- To be able to adapt to change
- Flexible
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Lisa Mancell
- Job title
- Medical Secretaries Team Leader
- Email address
- [email protected]
- Telephone number
- 01926 495321
- Additional information
Ext: 8432
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