About this role
Job summary
We are looking for a person with secretarial experience to join our Trauma and Orthopaedic Admin Team.
This is a full-time permanent post and an exciting opportunity for someone with already proven secretarial experience, given that Medical Secretaries in this department are senior staff within the Admin Team. However, those with appropriate experience in a senior administrative role would be considered.
The Trauma and Orthopaedic Department is fast paced, with over 40 Consultants running a busy Elective and Trauma Service for the local and surrounding areas.
The post holder must have excellent organisational and communication skills as liaising with patients, colleagues and other departments is an essential part of the role. Interested candidates should look to gain an understanding of the specialism prior to interview.
Any informal enquiries should be directed to Mina Rai, Administration Manager, [email protected].
Please be advised that sponsorship is not eligible for this post.
Main duties of the job
To act as a point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintain To ensure, wherever possible, that all clinical documentation is up to date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require effective collaboration with all relevant personnel to maintain an efficient administrative system: prompt transcription, manipulation and distribution of appropriate correspondence. To ensure the effective organisation of all patients under the care of the consultant and his/her team in accordance with Local and National policy and targets. This will require effective collaboration with the Booking Centre and Patient Access Team and General Managers to monitor the utilisation and effectiveness of outpatient clinics, ensuring that established Patient Access Policy and procedures are adhered to; Theatres, Diagnostic and Ward teams to ensure that the elective care pathway for all patients is seamless and sensitive to their needs
About us
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Job description Job responsibilities
To implement and maintain an efficient office management system/procedure to enable the consultant and his/her team to optimise their patient care services. This will require: effective management of the consultants time, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel; arranging meetings/events; composing and transcribing minutes proactively ensuring action points are raised and completed, preparation of correspondence and reports; effective management of the consultants office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationary levels are maintained, processing orders as required. To manage a consultants inpatient waiting list, including planning and scheduling surgery. To manage patient pathways from referral to treatment. To continually contribute to patient and business improvement Agendas. This will require undertaking any project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines. Share ideas for potential service improvement. To support team members. This will require demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times; providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required.
For further details please see the attached job description.
Person Specification
Qualifications Essential
oECDL or equivalent. oNVQ3 in Administration or equivalent. oRSA/OCR III or equivalent typing/word Processing including audio typing. oGCSEs Grade A-C in Maths and English or equivalent, or functional skills level 2 in Maths and English or equivalent.
Experience Essential
oExperience at Secretary level or trainee. oWorking as part of a team oDecision making and resolving complex work-related issues. oAbility to revise, create and format digital transcription.
Knowledge Essential
oThorough working knowledge of Microsoft knowledge of Microsoft Office packages i.e., Outlook, Word, Database and Excel. oExcellent understanding of general office working procedure.
Skills Essential
oExcellent organisational skills oTouch Typing skills at a typing speed of at least 45 words per minute. oGood presentation skills oAble to supervise support staff on a daily basis oSound decision making skills oExcellent level of verbal and written communication oAble to demonstrate good persuasion and influencing skills oAble to use judgement and initiative to provide information and support. oAble to apply tact and sensitivity to establish trust and confidence oEmpathetic approach to managing and resolving enquiries oAble to manage difficult and distressing situations effectively oAble to analyse problems and initiate appropriate solutions effectively oAble to compose and transcribe minutes, correspondence and reports
Commitment to Trust Values and Behaviours Essential
oMust be able to demonstrate behaviours consistent with the Trust's values. (As detailed in UHCW's Values in Action document below) oApplicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience
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 University Hospitals Coventry and Warwickshire NHS Trust
Address University Hospitals Coventry and Warwickshire
Clifford Bridge Road
Coventry
CV2 2DX
United Kingdom
Employer's website https://www.jobsatuhcw.co.uk (Opens in a new tab)