Job Details
Job Title:
Audio Typist
Division
Surgical and Medical
Department:
Operations
Responsible and accountable to:
Administration Manager
Salary:
Negotiable depending on experience
Location:
Manchester Wythenshawe
Job Purpose
The post-holder will provide an efficient, confidential and professional secretarial service to the specialty teams. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners, and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of an Administrative Support Team and will report to the Administration Manager.
· Audio typing
· Results tracking when requested
Dimensions
No budgetary responsibility.
Knowledge, Skills, Experience and Aptitude Required
· NVQ level three in administration or equivalent experience minimum 2 years’ experience in a clinical environment.
· RSA up to level three or able to demonstrate equivalent skill (proficient and accurate Audio typing skills (minimum 60 wpm).
· IT experience of Microsoft Office packages.
· IT capable to ensure proficient use of hospital computer systems.
· An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls.
· Proven organisational skills with the ability to prioritise workload and to work to deadlines.
· Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar.
· Good interpersonal skills for dealing with people internal and external to the organisation.
· Ability to work flexibly within a team.
· Ability to work quickly and accurately.
· Ability to use own judgement and initiative as appropriate.
Key Result Areas
Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:
Transcriptions services as required by the company
· Audio typing correspondence to patients, GPs, medical staff, and any other required addressee following clinical attendance or other patient contacts as directed by the Administration Manager.
· Typing detailed medical reports for legal use when necessary.
Outcomes and Results
· Highlighting to the clinical team members any results, correspondence or patient queries that need a response.
· Liaising with external organisations for the benefit and progress of patient care, such as host facility providers, other hospitals, etc.
Service Improvement
· Contribute to the recording of patient data and tracking where required.
Supporting service improvements by developing new ways of working alongside the team.
· Contribute to service reviews and the implementation of new arrangements.
· As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the Administration Manager to respond or escalate appropriately.
Team-working
· To work as part of an administrative support team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient, and safe standards.
· To cover colleagues during absences/annual/sick leave as directed by the Administration Manager. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
· Undertaking routine office duties when required including electronic note tracking, photocopying and filing of correspondence and results and maintenance of records in collaboration with the team.
· Assist in the training and induction for new and existing colleagues.
· Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate.
· Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.
Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.
Communications and Working Relationships
· Medical staff including Consultants
· Nursing Staff
· Patients, carers, and relatives
· Other Medical Secretaries
· Health Records
· GP’s and GP practices
· Other NHS or Independent NHS Provider organisations
· External bodies
General
· Fully participate in the company’s appraisal system review and personal development planning process on an annual basis.
· Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.
· Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
· Contribute positively to the effectiveness and efficiency of the teams in which he/she works.
· Contribute to a healthy and safe working environment by adhering to health and safety regulations and company and host facility policies.
Physical Effort and Working Conditions
· Movement of medical notes daily. This can range from one set of notes to bags weighing up to 10kg.
· Exposure to occasional unpleasant working conditions due to extremes of office temperatures.
· Use of Visual Display Unit (VDU) daily will be sitting at the desk all day.
· Dealing with sensitive and confidential information.
· The work pattern may be unpredictable due to interruptions. High levels of concentration are also required when audiotyping. Priorities can change during the day.
General Conditions Confidentiality
In the course of your employment, you may have access to, see or hear confidential information concerning the medical or personal affairs of patients and or staff. Unless acting on the instruction of an authorised officer, on no account must such information be divulged or discussed except in the performance of normal duties. Breaches of confidence, including improper passing of registered computer data, will result in disciplinary action, which may lead to dismissal. You should be aware that regardless of any action taken by your employing authority, a breach of confidence could result in a civil action for damages.
In addition, records, including VDU screens and computer printouts of registered data must never be left in such a manner that unauthorised persons can obtain access to them. Written records must either be destroyed or retained in safe custody when no longer required, VDU screens should always be cleared when unattended.
Terms and Conditions of Service
The principal terms and conditions of your appointment are contained within your employment contract.
Health and Safety
it is the duty of every employee to work in such a way that accidents to themselves and to others are avoided, and to co-operate in maintaining their place of work in a tidy and safe condition, thereby minimising risk. Employees will, therefore, refer any matters of concern through their respective line managers.
Data Quality
As part of your employment you may be required to record Patient Information (computerised or on paper). You have a responsibility to ensure that information is entered accurately, completely, and consistently. It is particularly important that patients’ demographic details are kept up to date. Problems should be reported to your manager.
No Smoking Policy
We operate a no smoking policy. Smoking is not permitted anywhere within the buildings and grounds of all sites. These restrictions include all areas up to the boundaries of all sites.
NB
This job description is not intended to form part of the contract of employment or to be a complete list of duties and responsibilities but is a good guide for information to the job. It will be periodically reviewed in the light of developing work requirements in the department.
Benefits:
- Company pension
- Flexitime
- On-site parking
Ability to commute/relocate:
- Wythenshawe M23: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (preferred)
Work Location: In person
