About this role
Job summary
To provide a comprehensive administration service within the Neurosurgery service line. Supporting the Band 4 Speciality Coordinator to provide secretarial support to the Consultants and wider medical team in an efficient and timely manner.
This post is part of a professional multi-skilled team working within the Neurosurgery Service.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
The key responsibilities of this role are the effective and efficient management of specific departmental and patient administration systems, ensuring strict adherence and compliance to all Trust Policies and procedures.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY.
If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment manager for this post who will put you into contact with the recruitment team. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description Job responsibilities
1. Operating under the supervision of the Speciality Coordinator to set weekly working expectations.
2. Using digital technology to ensure clinic letters, medical reports and letters to outside agencies are typed within an appropriate timeframe and are distributed onto the receiver.
3. Responsible for the full secretarial service to the Neurosurgery Consultants and clinical Team staff including ensuring stock levels of required literature and stationery.
4. Exchange verbal communication either face to face or over the telephone with patients who could be distressed position and be able to communicate in a calm, caring manner.
5. Take appropriate actions with regards to telephone calls and written communication from patients, staff, GPs and other agencies using initative within Trust guidelines.
6. Communication with other professionals, GPs and other agencies regarding appointments, meetings, questionnaires and admission.
7. Prioritise own workload including typing of clinics and MDT meetings. Analyse and resolve patient problems using your own judgement.
8. Undertake routine office duties including note tracing, photocopying, filing of correspondence and results and maintenance of records as required.
9. Be versatile and adaptable to the demands of the team. Work without supervision and use initiative when working assist with problem solving.
10. Ensure all hospital case notes are traced into and out of the department accurately on IPM. Obtain/forward case notes to/from other Trusts as and when required.
For further details please see the attached JD & PS
Person Specification
Qualifications Essential
GCSE English and Math grades 4-9 (A-C) NVQ level 3 in either business administration or related subject or equivalent demonstrable experience
Desirable
Working towards a recognised medical secretary qualification
Knowledge and Experience Essential
Previous demonstrable secretarial or support secretary experience Previous demonstrable experience in the use of word processors/data base/spreadsheet packages. Demonstrable experience of hospital software e.g. EPIC.
Desirable
Previous demonstrable experience in a healthcare setting Proven knowledge of Primary Target Lists and waiting list management
Aptitude and Abilities Essential
Excellent communication and interpersonal skills. Good communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels. Good time management skills & organisational skills. Excellent telephone manner Professional manner
Desirable
Proven understanding the Trust's waiting list policy within the work place
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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name University Hospitals Plymouth NHS Trust
Address University Hospital Plymouth
Derriford Road
PLYMOUTH
PL6 8DH
United Kingdom
Employer's website https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)