About this role
Job summary
The post holder will provide a comprehensive and specialist medical secretarial service to consultants, specialist nurses and other clinicians within the Gastroenterology and Hepatology team. The post holder will have significant responsibility for independently coordinating and monitoring clinical administrative processes and patient pathways.
Main duties of the job Main Duties of the Job
Act as a central point of contact for patients, relatives, clinicians, specialist nurses and external organisations, managing a wide range of enquiries professionally and sensitively. Provide high-quality secretarial support, including audio typing and processing clinical correspondence using digital dictation systems . Prepare agendas, attend meetings, take minutes and follow up Coordinate administrative actions arising from outpatient clinics, ensuring appointments, investigations, referrals, waiting list actions and follow-up arrangements are completed accurately and within agreed timescales. Monitor patient pathways, including cancer and 18-week RTT targets, identifying delays and escalating concerns where appropriate. Track outstanding investigations and diagnostic results, ensuring relevant information is brought to the attention of clinicians in a timely manner. Support the planning, booking, cancellation and reconfiguration of outpatient clinics, working closely with booking teams and clinical departments. Maintain accurate patient records and ensure documentation is appropriately scanned, uploaded and managed in line with information governance requirements
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Job description Job responsibilities
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities
KEY RESPONSIBILITIES
1. Act as a key point of contact for patients, relatives, consultants, specialist nurses, clinicians, allied health professionals and external organisations. Independently manage electronic, telephone and written enquiries, including sensitive, confidential, difficult or distressing information, using tact, discretion and developed knowledge of the services to establish the nature of the enquiry and determine the appropriate course of action. Resolve enquiries wherever possible and ensure matters requiring clinical or managerial input are escalated appropriately and followed through to an outcome.
2. Independently sort, assess, prioritise and distribute incoming correspondence, including electronic mail, according to clinical urgency, patient need, service requirements and agreed timescales. Use judgement to determine which matters require immediate action, which can be dealt with directly and which require referral to the appropriate clinician, department or external organisation.
3. Audio type clinic letters, reports and other clinical correspondence dictated through the Big Hand system, ensuring accuracy, confidentiality and timely completion. Monitor consultant amendments and approvals, identify outstanding correspondence and take appropriate action to ensure letters are completed and communicated within agreed timescales.
4. Independently monitor and coordinate administrative actions arising from outpatient clinics. This includes ensuring that follow-up appointments, investigations, referrals, discharges, waiting lists, cancellations and other actions identified by clinicians are appropriately processed and completed.
5. Maintain oversight of outstanding investigations and clinical information, including blood tests, histopathology, MRI scans, X-rays, imaging and other diagnostic investigations. Identify delays, discrepancies or outstanding actions. Ensure significant or clinically relevant issues are brought to the attention of the appropriate clinician without unnecessary delay.
Person Specification
Qualifications Essential
Educated to GCSE level or equivalent including English and Mathematics at a minimum grade of C or above. NVQ 3 in Business Administration / RSA3 or equivalent secretarial qualification. Or working towards / equivalent experience.
Desirable
Secondary education to A Level or equivalent standard.
Experience Essential
Experience of working within a Secretarial/PA or Administrative role. Experience of working as a part of a team and on own initiative. Experience of dealing with highly sensitive and complex information.
Desirable
Managing a clinical rota on a day to-day basis. Minute-taking. Gastroenterology/Hepatology experience.
Knowledge Essential
Knowledge and use of Microsoft software including Office, Word, Excel and PowerPoint and TEAMS Understanding of data protection, confidentiality and record keeping requirements
Desirable
Knowledge of NHS IT systems including IPM, ICE and Bighand. Appreciation of patient pathway targets.
Personal Skills Essential
Excellent verbal and written communication skills - ability to deal with people at all levels using tact, diplomacy and understanding. Excellent organisational skills with the ability to work to tight deadlines and with interruptions. Excellent decision-making skills. Able to use own judgement and initiative to provide information and support. Able to analyse problems and initiate appropriate solutions effectively.
Personal Characteristics Essential
Empathetic, Caring and Understanding Open, Reflective and Warm Enthusiastic and Self-Aware Creative and Flexible Team focussed Reliable, Adaptable and Dependable
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 Bedfordshire Hospitals NHS Foundation Trust
Address Bedfordshire Hospital NHS Trust
Kempston Road
Bedford
MK42 9DJ
United Kingdom
Employer's website https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)