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Location

Huntingdon, Cambridgeshire | United Kingdom

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Job description

• Validation – e-track queries/Information Services reports
• To provide efficient and comprehensive medical secretarial and administration support within a specialty/department.
• To perform all allocated secretarial and administration tasks required to meet the needs of the service.
• To undergo training as necessary to meet the needs of new developments within the Service.
• To work flexibly across speciality teams as required.
• Step up to cover the Band 4 Senior Medical Secretary when required.

Oversee Waiting list management in coordination with the outpatient’s department
• Maintain close working relationships with colleagues within the specialty.
• Work closely with clinical teams and other departments within the organisation.
• Advise the Administration Pathway Coordinator of any points of concern relating to the administration of the service and processes in place.
• To assist the Senior Medical Secretary to ensure the delivery of an efficient and comprehensive service which is receptive to the needs of the patient and meets the performance requirements of the Trust in accordance with the patient access policy.
• In conjunction with the Administration Pathway Coordinator and Senior Medical Secretary, develop office and working practices to continually improve service delivery.
• Work a ‘buddy system’, to ensure adequate cover is in place during absence, including cover for the Senior Medical Secretary.
• Attend team meetings at required intervals.

We are committed to ensure a work-life balance to all our staff by offering full time and part time roles, flexible working hours on a shift pattern to fit around your family life.

We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates form our local communities.

Benefits to you
• 27 days annual leave for new starters, rising to 29 days after five years of service and 33 days after 10 years of service, plus 8 Bank Holidays (pro-rata for part time staff);
• NHS Pension Scheme:
• Flexible working opportunities;
• Increased hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
• Career development and training;
• Wellbeing support and activities;
• In-house physiotherapy Service;
• On-site canteens with subsidised meals;
• Subsidised staff parking (currently free).
• Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough

Job Summary
• Validation – e-track queries/Information Services reports
• To provide efficient and comprehensive medical secretarial and administration support within a specialty/department.
• To perform all allocated secretarial and administration tasks required to meet the needs of the service.
• To undergo training as necessary to meet the needs of new developments within the Service.
• To work flexibly across speciality teams as required.
• Step up to cover the Band 4 Senior Medical Secretary when required.
• Oversee Waiting list management in coordination with the outpatient’s department.

Main Duties and Responsibilities

TEAMWORK

As a team ensure that all functions within the Specialty are completed
• Maintain close working relationships with colleagues within the specialty.
• Work closely with clinical teams and other departments within the organisation.
• Advise the Administration Pathway Coordinator of any points of concern relating to the administration of the service and processes in place.
• To assist the Senior Medical Secretary to ensure the delivery of an efficient and comprehensive service which is receptive to the needs of the patient and meets the performance requirements of the Trust in accordance with the patient access policy.
• In conjunction with the Administration Pathway Coordinator and Senior Medical Secretary, develop office and working practices to continually improve service delivery.
• Work a ‘buddy system’, to ensure adequate cover is in place during absence, including cover for the Senior Medical Secretary.
• Attend team meetings at required intervals.

COMMUNICATION

Key link with:
• All patients
• Consultants and members of the department team and operational management teams
• Pathology, Radiology
• Health Records
• Outpatients
• Information services, Data Quality and IT departments.
• Theatres and wards
• Primary Care Trusts and other external organisations

OPERATIONAL AND ADMINISTRATION PROCESSES

ADMINISTRATION - PATIENT RECORDS & INFORMATION
1. Administration - Patient Records

The post-holder is required to maintain both paper and computerised records in accordance with Trust standards.
• Clinic cancellation procedures
• Ensure that data entered onto any local systems is complete and accurate.
• Audio typing of typing of letters, (clinics and results), reports, utilising EPRO (internal MS Word-based software).
• Ensure any information detailed in clinic / discharge communications have been actioned appropriately and highlight to relevant department, e.g., booking of follow up appointments.
• Filing of information within patient records, utilising Event packs and Evolve software, including correspondence and investigation reports and results. Including.
• Telephone contact with patients and answering queries.
• Work within guidelines relating to data protection and confidentiality.
• Deal with any problems in a constructive manner, communicating with relevant staff as necessary.
1. Administration - General

The post-holder will help to facilitate the smooth running of relevant areas of the Clinical Directorate.

General administrative duties, as required, to include:
• Oversee Typing, scanning of information including distribution of copies to appropriate destinations.
• Timely distribution of letters and information, both for Trust and external post.
• Opening of post and appropriate distribution of correspondence when required.
• Show awareness of the principals of Health and Safety at Work and Manual Handling Guidelines.
• Adhere to all administration standards.
• Attend appropriate meetings to prepare agenda and attend to take notes as and when required.
1. Resource Management

The post-holder takes an active role in identifying resource issues and maintaining equipment.
• To be aware of issues or concerns regarding the use of equipment and resources and notify relevant person.
• To be responsible for the safe and effective maintenance of equipment relevant to the area of work, and report faults to relevant persons / departments.
• To liaise with relevant managers, where appropriate, to minimise or reduce expenditure.
1. Teamwork

The post holder will maintain good working relationships with staff within the department, the Clinical Directorate and in other Trust departments.

To work flexibly and liaise with members of the secretarial team to maintain and ensure the smooth running of the Department, including providing cover during staff absences.
• To work closely with clinical teams and other departments within the organisation as appropriate.
• Ensure that you have an awareness of current issues within the Clinical Directorate and in other areas of the Trust. Attend meetings when relevant and practical.
• To advise the Senior Medical Secretary of any concerns relating to the administration of the service.
• Deputise for the Band 4 Senior Medical Secretary as required.
• Supervise the Band 2 Secretarial Assistants, undertake MPA’s as and when required.
• Communicate in an appropriate manner at all times.

STANDARDS AND PERFORMANCE
• To understand current policies, guidelines and procedures for the management of the service area.
• To follow guidance and work within defined national and local targets. (eg. waiting time and cancer targets), highlighting any areas of concern.
• Ensure data and information, both paper and electronic, are completed in accordance with agreed policies and procedures.
• In accordance with the agreed process, ensure data and information is recorded and input into the relevant systems in an accurate and timely manner.

FORWARD PLANNING
• In conjunction with the Senior Medical Secretary ensure that services are developed.
• In liaison with the Senior Medical Secretary, plan and organise workload ensuring deadlines are adhered to and duties satisfactorily performed.

ADDITIONAL INFORMATION
• To ensure that departmental secretarial and administrative functions are carried out to the highest quality by monitoring and improving services.
• Organise and control own workload ensuring deadlines are observed and duties performed efficiently.
• To develop IT skills as may be required to fulfil the responsibilities of the post.
• To ensure that there is a co-ordinated approach to service delivery on all sites within the Trust to promote good working relations.
• The post holder must at all times carry out their duties with due regard to the Trust’s Equal Opportunities Policy.
• To ensure that all duties are carried out to the highest possible standard, and in accordance with current quality initiatives within the area of work
• All staff are required to respect confidentiality of all matters that they may learn in the course of their employment. All staff are expected to respect the requirements under the Data Protection Act.
• Any other duties which may be required in order to facilitate the efficient and effective running of the Service Unit.

This advert closes on Thursday 29 Feb 2024

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Job tags

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Salary