The Assistant Support Secretary will provide comprehensive administrative and secretarial support to clinicians within Emergency and Acute Medicine. The role includes managing waiting lists and clinic appointments, producing clinical correspondence, maintaining patient records, responding to enquiries from patients, relatives and healthcare professionals, and supporting the day-to-day organisation of the department. Working closely with multidisciplinary teams, the post holder will ensure information is managed accurately, confidentially and efficiently while delivering a professional, responsive and patient-centred service that supports the effective running of the directorate.
1. To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal reports.
2. Obtaining medical notes to assist the clinical team with the management of appointments, keeping track of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place in line with patient pathway.
3. To answer the telephone promptly and politely, telephoning patients where appropriate using tact, discretion and empathy in all situations.
4. Liaising with patients and relatives, providing routine information e.g. about appointments or clinic information, which may require tact and persuasive skills or where there are barriers to understanding.
5. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and managing diary commitments for clinical team.
6. Provide support to new or junior staff as required. May be required to demonstrate duties to new starters and less experienced staff.
Please read Job description
Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300, providing inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010 and the continued upgrading of existing areas ensures the Trust now has a state-of-the-art Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit facilities.
A new Urgent Emergency Care Centre was opened in March 2023. The two-storey development has significantly improved emergency care facilities and capacity and has provided almost 5,000 square metres of additional clinical space.
1. To provide a comprehensive, medical audio and word-processing service to the clinical team. This includes
typing of clinic letters, taking & typing of minutes at meetings, discharge summaries and medico-legal
reports.
2. Obtaining medical notes to assist the clinical team with the management of appointments, keeping track
of referrals to ensure patients are promptly reviewed and appropriate follow up arrangements are in place
in line with patient pathway.
3. To answer the telephone promptly and politely, telephoning patients where appropriate using tact,
discretion and empathy in all situations.
4. Liaising with patients and relatives, providing routine information e.g. about appointments or clinic
information, which may require tact and persuasive skills or where there are barriers to understanding.
5. Exercising judgement when dealing with enquiries from patients, staff or external stakeholders, analysing
information to resolve issues for e.g. in booking appointments, scheduling clinics, arranging meetings and
managing diary commitments for clinical team.
6. Provide support to new or junior staff as required. May be required to demonstrate duties to new starters
and less experienced staff.
7. Maintaining accurate processing and storage of clinical records via both electronic systems and paper
based records to include maintaining electronic waiting list, appointing/unappointing as appropriate, data
entry, transcribing letters and minutes. Ensure all letters and discharge summaries are copied to the
appropriate professionals and to patients.
8. Managing own workload, with the support of a Team Leader (or equivalent) being available for reference
and advice, ensuring compliance with standards relevant to the role and department, ensuring that a
quality service is provided according to agreed policies and Standard Operating Procedures.
9. Ordering and maintaining office supplies and stationery as appropriate.
10. General office duties, including incoming and outgoing mail, e-mail, fax, photocopying. Participate in
housekeeping of office environment.
- Any other reasonable duties required by line manager*
