Gynaecology Support Secretary

Job description

Job summary

Do you takepride in producing patient correspondence promptly and accurately, supportingsenior medical secretaries and making a real difference to patient care? We arelooking for a proactive, organised individual to join Family Health Services asa Support Medical Secretary within the Gynaecology service, working acrossWorcestershire Royal Hospital and Kidderminster Hospital and Treatment Centre.

This role iscentral to ensuring clinical correspondence is completed within agreedtimescales and patients progress through their pathways efficiently.

The role is Fulltime: 37.5 hours per week, Monday to Friday. Basedacross Worcestershire Royal Hospital and Kidderminster Hospital and TreatmentCentre. Cross-sitecover may be required in response to service needs. Limitedhome working may be available for a small number of days each week, subject toservice requirements.

You will joina dynamic, well-established Gynaecology service. You will produce,check and distribute patient letters and other clinical correspondenceaccurately and within required timescales. Providecomprehensive administrative and secretarial support to senior medicalsecretaries, consultants and the wider Gynaecology team. Maintainaccurate patient information and support effective pathway and waiting-listadministration. You will beself-motivated, highly organised and able to work accurately under pressure.

For aninformal discussion about the role, please contact Lara Di Placido.

Main duties of the job

Please refer to the job description and person specification for information on this current vacancy.

About us

Worcestershire Acute Hospitals NHS Trust is a largeacute and specialised hospital trust that provides a range of local acuteservices to the residents of Worcestershire and more specialised services to alarger population in Herefordshire and beyond.

The Trust operates hospital-based services fromthree sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and ourcaring staff are recognised as providing good and outstanding patient-centredcare. You could be one of them.

We are committed to recruiting the best people towork with us. Our values, which we ask all staff to demonstrate, underpin oureveryday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewiseaccreditation - this means we are committed to embedding flexible workingwithin our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring aDBS check as part of their employment check will have the cost of this check(at the current rate) deducted from their salary. Please see link in SupportingInformation section for more details on DBS checks and costs.

Job description

Job responsibilities

Key Duties

Typethe necessary correspondence and/or documentation generated by a patientspassage through the hospital service and maintain patient notes pertinent tothese events.

Actas a liaison between Consultant Teams and speciality-based groups of ConsultantTeams and the GP, the patient and other agencies involved to expedite the careand treatment of patients as effectively as possible.

Undertakeoffice administration functions in relation to the clinical and management workof consultant.

General Duties

Todeal with incoming mail and all the Consultants correspondence. Includinggenerating own correspondence as agreed with the Consultant

Toinput information onto computers for clinical audit

Totype discharge summaries, clinic letters and any other official correspondenceincluding medical reports and complaint responses from audiotapes. To undertake copy typing as required.

Toarrange meetings and maintain the Consultants Diary

Toprepare material for meetings and training sessions as requested

Toattend meetings and take the minutes.

Toattend outpatient clinics with the Consultant if necessary

Tohandle enquiries from patients, relatives, GPs, other hospitals, andConsultants, initiating appropriate responses

Toprocess GP referral letters and arrange outpatient appointments and domiciliaryvisits.

To supportand review the Patient Target List with Consultant and Band 4 to ensure thatpatients are seen within the current National timescales and takeresponsibility for initiating extra operating lists, seeking authorisation fromthe Directorate Management team when necessary.

Toarrange for patients by supporting the Band 4 to put on the waiting lists andmake minor changes to the waiting list for subsequent approval by theConsultant.

Toprovide training and supervision for any apprentices, or temporary secretariesallocated to the speciality.

Tomaintain patients records in a manner acceptable to the Trust.

Toliaise with Health Records, Outpatients, Radiology, and other relevant internaland external departments regarding patient care

Toensure that Consultants absence is promptly communicated to all relevantpeople and departments

Toensure that cover is provided for other secretaries during periods of absencethrough holiday or sickness.

Outpatientappointments and waiting lists are computerised. The post holder will need to liaise with theappropriate manager of the systems and comply will Trust policies.

Totake an active part in team meetings, sharing information and raising issuesrelating to quality or areas for improvement, and suggesting possiblesolutions.

Toorder stationery and report faults with equipment

Toobserve absolute confidentiality of all information obtained in the course ofyour work

To report any accidentor untoward incidents or complaints.

To act always in a manner which will promote a goodimage of the department.

Toundertake other duties commensurate with the post and grade as requested by theDirectorate Manager or Consultants within the constraints of the existingworkload.

Job description
Job responsibilities

Key Duties

Typethe necessary correspondence and/or documentation generated by a patientspassage through the hospital service and maintain patient notes pertinent tothese events.

Actas a liaison between Consultant Teams and speciality-based groups of ConsultantTeams and the GP, the patient and other agencies involved to expedite the careand treatment of patients as effectively as possible.

Undertakeoffice administration functions in relation to the clinical and management workof consultant.

General Duties

Todeal with incoming mail and all the Consultants correspondence. Includinggenerating own correspondence as agreed with the Consultant

Toinput information onto computers for clinical audit

Totype discharge summaries, clinic letters and any other official correspondenceincluding medical reports and complaint responses from audiotapes. To undertake copy typing as required.

Toarrange meetings and maintain the Consultants Diary

Toprepare material for meetings and training sessions as requested

Toattend meetings and take the minutes.

Toattend outpatient clinics with the Consultant if necessary

Tohandle enquiries from patients, relatives, GPs, other hospitals, andConsultants, initiating appropriate responses

Toprocess GP referral letters and arrange outpatient appointments and domiciliaryvisits.

To supportand review the Patient Target List with Consultant and Band 4 to ensure thatpatients are seen within the current National timescales and takeresponsibility for initiating extra operating lists, seeking authorisation fromthe Directorate Management team when necessary.

Toarrange for patients by supporting the Band 4 to put on the waiting lists andmake minor changes to the waiting list for subsequent approval by theConsultant.

Toprovide training and supervision for any apprentices, or temporary secretariesallocated to the speciality.

Tomaintain patients records in a manner acceptable to the Trust.

Toliaise with Health Records, Outpatients, Radiology, and other relevant internaland external departments regarding patient care

Toensure that Consultants absence is promptly communicated to all relevantpeople and departments

Toensure that cover is provided for other secretaries during periods of absencethrough holiday or sickness.

Outpatientappointments and waiting lists are computerised. The post holder will need to liaise with theappropriate manager of the systems and comply will Trust policies.

Totake an active part in team meetings, sharing information and raising issuesrelating to quality or areas for improvement, and suggesting possiblesolutions.

Toorder stationery and report faults with equipment

Toobserve absolute confidentiality of all information obtained in the course ofyour work

To report any accidentor untoward incidents or complaints.

To act always in a manner which will promote a goodimage of the department.

Toundertake other duties commensurate with the post and grade as requested by theDirectorate Manager or Consultants within the constraints of the existingworkload.

Person Specification

Experience

Essential

• Previous administrative, secretarial, or clerical experience

Desirable

• Experience of working within Obstetrics and Gynaecology.
• Understanding of NHS reporting requirements i.e.18 weeks RTT

Other job requirements

Essential

• Handles high pressured situations with composure and maintains a positive attitude.
• Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds.
• Must always maintain confidentiality when handling sensitive information and patient data.

Qualifications

Essential

• GCSE/CSE A-C Grade in English & Maths

Desirable

• RSA II Typing
• Desire to work towards Amspar Diploma or equivalent qualification

Trust Values and Behaviours

Essential

• Able to demonstrate our Trust values and behaviours: -
• Being open and honest we all communicate clearly and honestly, asking for
• help when we need it, and making it easier for the people around us to share
• ideas and concerns.
• Ensuring people feel cared for we all take responsibility for actively supporting
• and nurturing a kind and compassionate environment for ourselves and others.
• Showing respect for everyone we all act with consideration and fairness,
• valuing each other as individuals and appreciating our different perspectives.

Skills/Knowledge

Essential

• Understanding and working knowledge of Microsoft Office Packages and IT systems.
• Strong telephone etiquette, the ideal candidate will exhibit a courteous and respectful approach when communicating with patients, colleagues, and external parties.
• Excellent verbal and written communication skills.
• Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities.
• Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively.

Desirable

• Knowledge or familiarity with key NHS systems i.e, PAS, Bluespier, CLIP.
• Awareness of good Health & Safety Protocols.
• Experience in word processing, audio, copy typing skills

Personal Qualities

Essential

• Able to work collaboratively as part of a team.
• Always demonstrates a high level of professionalism.
• Compassionate when dealing with patients and their families.
• Adaptable and flexible to everchanging situations.

Desirable

• Capable of working independently, taking initiative to handle tasks proactively

Person Specification
Experience

Essential

• Previous administrative, secretarial, or clerical experience

Desirable

• Experience of working within Obstetrics and Gynaecology.
• Understanding of NHS reporting requirements i.e.18 weeks RTT

Other job requirements

Essential

• Handles high pressured situations with composure and maintains a positive attitude.
• Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds.
• Must always maintain confidentiality when handling sensitive information and patient data.

Qualifications

Essential

• GCSE/CSE A-C Grade in English & Maths

Desirable

• RSA II Typing
• Desire to work towards Amspar Diploma or equivalent qualification

Trust Values and Behaviours

Essential

• Able to demonstrate our Trust values and behaviours: -
• Being open and honest we all communicate clearly and honestly, asking for
• help when we need it, and making it easier for the people around us to share
• ideas and concerns.
• Ensuring people feel cared for we all take responsibility for actively supporting
• and nurturing a kind and compassionate environment for ourselves and others.
• Showing respect for everyone we all act with consideration and fairness,
• valuing each other as individuals and appreciating our different perspectives.

Skills/Knowledge

Essential

• Understanding and working knowledge of Microsoft Office Packages and IT systems.
• Strong telephone etiquette, the ideal candidate will exhibit a courteous and respectful approach when communicating with patients, colleagues, and external parties.
• Excellent verbal and written communication skills.
• Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities.
• Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively.

Desirable

• Knowledge or familiarity with key NHS systems i.e, PAS, Bluespier, CLIP.
• Awareness of good Health & Safety Protocols.
• Experience in word processing, audio, copy typing skills

Personal Qualities

Essential

• Able to work collaboratively as part of a team.
• Always demonstrates a high level of professionalism.
• Compassionate when dealing with patients and their families.
• Adaptable and flexible to everchanging situations.

Desirable

• Capable of working independently, taking initiative to handle tasks proactively

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust
Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

United Kingdom

Employer's website