About this role
Job summary
To provide a comprehensive typing and administrational service to members of the team in order to assist in the achievement of departmental objectives. The post holder will work closely with the team to ensure the delivery of a high quality service. This will require the utilisation of good typing, administrative, communication and interpersonal skills.
Right to Work in the UK: This role is not available for Skilled Worker visa sponsorship. Applicants must already have the legal right to work in the UK at the time of application. Unfortunately, we are unable to support visa applications for this post in line with UKVI regulations.
This Service is currently going through a restructure and therefore there may be the need to work across the Dorset system
Main duties of the job
- communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information;
- communicate with external Trusts and other departments within the Trust;
- deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate;
- plan and organise own time/work;
- adjust clinic times as necessary;
- ensure notes are ready for clinics and arrange secure transfer between hospital sites as necessary;
- take minutes at meetings as requested;
- arrange meetings, for example, audit meetings, service meetings, training days;
- type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures;
- provide information and advice to patients/carers about admissions and appointments;
- follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times
- maintain and develop patient information, clerical, secretarial and record keeping systems, both paper based and electronic, in line with established Trust systems, liaising with other departments, including Medical Records and Trust Headquarters, where necessary;
About us
At DCHFT, we pride ourselves on the care we provide for our patients, and on the culture, we are creating for our staff. We work hard to create a fair, inclusive environment for our staff.
Our Mission is to provide outstanding care for people in ways which matter to them, and our vision is Dorset County Hospital, working with our health and social care partners, will be at the heart of improving the well-being of our communities.
We are a Trust that celebrates diversity, and we are committed to creating an inclusive environment for all employees. We welcome applications from people in all under-represented groups.
We understand that AI can be a useful tool when completing your application. However, we are seeing an increasing over-reliance of AI tools, which can negatively affect your application as it reduces a candidate's individuality, and makes it difficult for us to gain a clear and authentic understanding of your experience, skills, and in turn your suitability for the role.
All submissions must be truthful and if you do use AI, it should only be used to enhance your application and not create your supporting statement in its entirety. Your supporting statement should be in your own words and must accurately reflect your personal experience and achievements. Where we have concerns that AI has been used to generate content that misrepresents your experience and suitability for the role, we may withdraw your application.
Job description
Job responsibilities
communicate tactfully and politely with patients/carers and staff in the exchange of verbal and written information;communicate with external Trusts and other departments within the Trust;deal with telephone and face-to-face enquiries efficiently and with understanding, taking action as appropriate;plan and organise own time/work;adjust clinic times as necessary;ensure notes are ready for clinics and arrange secure transfer between hospital sites as necessary;take minutes at meetings as requested;arrange meetings, for example, audit meetings, service meetings, training days;type back from dictation, audio or otherwise, all letters and information and take action as necessary within agreed procedures;provide information and advice to patients/carers about admissions and appointments;follow all relevant Trust policies and adhere to department guidelines/standard operating procedures at all times;comment on local policies and procedures where they relate to secretarial or clerical issues;maintain stationery stocks;
maintain and develop patient information, clerical, secretarial and record keeping systems, both paper based and electronic, in line with established Trust systems, liaising with other departments, including Medical Records and Trust Headquarters, where necessary;participate in surveys, gather information and assist with audits as required through the collection of data; provide cover across the division as required; in line with standard operating procedures, deal with incoming mail, make appointments, update the Patient Tracking List (PTL), accept telephone calls for the consultants and other members of the multi-disciplinary team and maintain diaries, taking action as necessary; chase EDS and VTE; deal with theatre queries; add patients to booked admissions; cancer tracking; / wait times; draft letters for consultants and Nurse Specialists; work with the multi-disciplinary team to maintain and support departmental/divisional practice and procedures and ensure that activity targets are achieved; ensure that all tasks are organised and produced to expected standards and within reasonable timescales in response to service demands; use VDU equipment to word process and input data for a substantial proportion of the shift; concentrate for transcribing tapes and typing complicated medical documents; type letters of a distressing nature.
Person Specification
EDUCATION, QUALIFICATIONS & TRAINING
Essential
- General education to GCSE standard or equivalent, including English and Maths
- RSA stage III word processing or equivalent experience
KNOWLEDGE & EXPERIENCE
Essential
- Recent & relevant experience in an office environment in a clerical/admin capacity
- Experience of dealing with telephone enquiries
- Understanding of Confidentiality
- Previous computer experience in a Windows environment
Desirable
- Previous experience in a Healthcare environment
SKILLS & ABILITIES
Essential
- Competent keyboard skills
- Excellent communication skills
- Ability to work without supervision
- Ability to work as part of a team
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
Dorset County Hospital NHS Foundation Trust
Address
Dorset County Hospital
Williams Avenue
Dorchester
DT1 2JY
United Kingdom
Employer's website
https://www.dchft.nhs.uk/working-for-us/ (Opens in a new tab)