To provide a professional, confidential and effective secretarial and administrative support to the consultants, Matrons and their teams.
To act as the principle link between clinicians, general practitioners, patients/ relatives and others.
To work collaboratively to ensure the smooth running of the multi-disciplinary teams.
Assist in the organisation of the Consultants workload.
Assist with adherence to the patient access policy.
Maintaining the reputation of the Specialties and Trust in all correspondence with external parties.
Working with all contacts in order that all changing targets are met in the pressurised environment.
- To participate in an annual appraisal process
To complete all mandatory training in appropriate timescales and take on other training to ensure continued professional development as required
- Accurate audio typing of all correspondence to meet current CCG targets
- Prioritise workload and complete within prescribed timescales
Respond promptly and effectively and appropriately to telephone and personal enquiries
Adherence to all aspects of patient confidentiality in line with legislation and trust policy.
Deal with all correspondence appropriately (electronic and paper based)
Accurately and appropriately maintain manual and computerised records
Give guidance and support to new and temporary secretaries when required, acting as a Trainer / Coach / Mentor as appropriate.
Maintain effective communication (verbal/written) with consultants, G.P.’s, patient access team, patients etc.
Our ambition is to deliver excellent local and specialist services, to improve the health and well being of our patients, and provide a vibrant place for staff to develop, innovate and build careers.
We aim to make the most of our skills and experiences so we can become the best we can be. As one organisation we will recruit the finest and retain more specialist staff due to more employment opportunities across our Trust.
Manage own workload/plan and organise own time/ act independently
Audio transcription of digital dictation as required and to meet Trust and CCG KPI’s
Work as an effective team member and on own initiative
Manage diary and meeting arrangements etc. for consultants
Maintain filing systems (manual and electronic)
Maintain health records with prompt ordering and retrieval of records with accurate and timely filing.
To be responsible for the administration of all referrals for the department.
Ensure all patient correspondence is produced accurately and sent out to GP’s within agreed timescales.
Ensure that abnormal investigation results are brought to the attention of the clinicians avoiding clinical risk, and potentially serious circumstances.
Be aware of importance of confidentiality and the implications of non-compliance
To adhere to the patient access policy when monitoring RTT for code 7 patients (thinking about surgery) and patients on diagnostic pathway.
To complete minimum data set patient transfer forms as required.
Report incidents on the DATIX system in a timely and informative manner.
Act as first respondent when dealing with complaints from patients, G.P.’s etc. to ensure satisfactory outcome, informally where possible.
Exchange confidential, sensitive or contentious information with clinical staff/patients which requires persuasive skills where agreement/co-operation is required
Implement Trust policies and procedures and changes to working practices for own work area. And in particular adhere to and meet both Trust and National targets, and work in accordance with the Patient Access Policy
Maintain stationery stocks in own area/purchase stationery if required.
Required to use VDU more or less continuously to quality assure voice recognition dictation and transcribe digital dictation. This requires concentration with frequent interruptions and other unpredictable interventions
Undertake training as required by the Trust to undertake tasks incumbent with a secretarial role
Maintain a suitable dress code in line with Trust Policy
Read and understand the Trust Policy Documents most applicable to the job role, for example; Acceptable use of IT Policy, Access to Records Policy, Confidentiality and Data Protection Policy, Health Records Policy, Harassment & Bullying Policy, Disciplinary Policy, Mandatory Training Policy, Equality & Diversity Policy, Sickness Policy, Display Screen Equipment Policy, Patient Access Policy. This is not a comprehensive list of Trust Policies, merely a guide as to those that may be applicable to a secretarial/administrative role. There is a requirement for all staff to keep up to date with relevant polices.
