About this role
Job summary
To provide an efficient, confidential and professional medical secretarial service within the Rheumatology team based at Gloucester Royal Hospital and Cheltenham General Hospital. This role is to support one of our Rheumatology consultants whilst their secretary is on long-term sick leave for 9 months; this will also include supporting the registrar and clinical fellow staff under this consultant. 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 ability to work on your own initiative but also to be a good team player will also be a key attribute. The post-holder will report to the Secretary Supervisor.
Main duties of the job
Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:
Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts using digital dictation or via Dragon voice recognition
Typing detailed medical reports when necessary
Ensuring incoming post and results is sorted, any appropriate action taken and passed to the clinician on a daily basis
Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity
Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate
Deal with enquiries by letter/e-mail/telephone from patients, GP's, other hospitals, police, solicitors (via legal department), other consultants and management
Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork.
Carrying out regular review and administrative validation of the clinician's return outpatient wait list.
About us
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.
As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Job description Job responsibilities
Referrals, Booking and Clinic Prep
- Managing clinics, i.e. cancelling annual leave and ensuring that any empty slots are utilised.
- Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence
- Liaising with clinic prep to ensure notes are requested/available for patient appointments
- Liaising with the Booking Office, to maximise capacity
- Ensuring that arrangements are made to achieve the Trust targets and are reflected on IT systems in a timely manner
Outcomes and Results
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and action, booking investigations, transcription, etc.
Admissions/Procedures
- Organisation of procedures in negotiation with the clinical staff and patients as requested by the secretary supervisor. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork.
- Ensuring that arrangements are made to achieve the Trust targets and are reflected on IT systems in a timely manner.
- Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.
- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.
- Supporting consultant staff by assisting with the production/ transcription of medical notes
- Proof reading or typing of correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts.
- Take and transcribe minutes as appropriate
- Supporting consultant staff with their additional responsibilities.
- Liaising with external organisations for the benefit and progress of patient care, such as other hospitals, etc.
- Provide direct support as directed
Person Specification
Qualifications, Knowledge and Experience Essential
Appropriate experience in a hospital or office environment Accurate audio typing Educated to GCSE grade C or above (or equivalent) in literacy and numeracy NVQ in Administration level 3 Computer literate in Microsoft Office packages RSA Level three/Speed typing qualification or demonstrable experience (min 60 wpm)
Desirable
Previous secretarial experience Good command and understanding of English, punctuation and grammar Understanding and previous experience in medical terminology Flexible team worker Good communication and social skills
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 Gloucestershire Hospitals NHS Foundation Trust
Address Gloucestershire Royal Hospital
Gloucester
GL1 3NN
United Kingdom
Employer's website https://www.gloshospitals.nhs.uk/ (Opens in a new tab)