About this role
Job summary
To provide secretarial support to the Neurosurgery clinical team with responsibility for audio typing of clinic letters and general administrative letters using the Winscribe/Dragon programme and booking of outpatient clinic appointments in line with departmental and Trust requirements. To provide administrative support and cover for colleagues within the department.
The post holder will provide an emphatic and sensitive point of contact for patients, relatives and carers, undertaking work under the direction of the Medical Secretarial Supervisor and Team Leader.
Main duties of the job
*Booking follow up appointments for patients as required under the direction of the Medical Secretarial Supervisor / Team Leader.
*To exercise initiative and judgement based on acquired knowledge, experience and professionalism when dealing with enquiries of a clinical and non-clinical nature.
*Ensure clinic letters and administrative letters are typed and distributed in accordance with the locally agreed time limits.
*Receiving and dealing with telephone enquiries as appropriate in a professional manner.
*To maintain Clinician's diaries as required.
*To ensure clinical team post is opened daily and dealt with accordingly.
*Input and look up patient data on Trust IT systems in accordance with Trust policy.
*To assist colleagues as directed by the Team Leader during absences and in times of work pressures to maintain deadlines and continuity of work practices.
*Maintain and regularly update Partial Booking and Lost to Follow Up Waiting Lists.
*Cooperate in the introduction of new technology and new working practices to ensure smooth running of the department.
*Photocopying, scanning letters and documents as required.
*Obtaining and receiving hospital notes from Medical Records as required using the case note tracking system.
*Requesting and linking radiological imaging via IEP to Clinical Portal.
About us
University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.
Job description Job responsibilities *Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Person Specification
Qualifications Essential
*Good General Education (e.g. GCSE English and Maths A-C) GCSE Level 9-4 *Business Administration NVQ level 3 or equivalent experience in a clerical environment
Desirable
*AMSPAR Certificate/equivalent qualification or equivalent knowledge of medical terminology
Experience Essential
*Experience of dealing with the Public/Customer service experience *Experience of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook) *Experience of using IT systems
Desirable
*Experience of working in a busy environment *Experience of working in Healthcare
Additional Criteria Essential
*Good communication / customer care skills both written and verbal demonstrating sympathy and compassion *Good keyboard / IT skills *Good organisation skills and ability to multitask *Good time management skills *Ability to deal professionally with enquiries from staff *Ability to problem solve *Understand confidentiality and apply the principles *Ability to pay attention to detail where there are predictable interruptions to the work pattern *Ability to deal with stressful situations and sensitive *Work effectively and flexibly as part of a team to meet the needs of the services *Confident in dealing with people at all levels *Must be able to demonstrate an understanding of equality and diversity *Mature open and flexible approach to work *Demonstrates care and compassion *Good inter-personal and communication skills. *Good organisational skills *Team Player *Conscientious *Demonstrates reliability, motivation and commitment *Ability to travel to multiple sites
Desirable
*Ability to work under pressure and deal with stressful situations
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 Birmingham NHS Foundation Trust
Address Queen Elizabeth Hospital
Mindelsohn Way
Birmingham
West Midlands
B15 2TH
United Kingdom
Employer's website https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)