Job summary
- Main area
- Anaesthetics
- Grade
- NHS AfC: Band 3
- Contract
- Fixed term: 12 months (Maternity cover)
- Hours
- Part time - 21 hours per week (4 x days 0900-1415 Monday-Thursday or 3 x 0900-1630 Monday-Wednesday)
- Job ref
- 388-6306544-A&C
- Employer
- Torbay and South Devon NHS Foundation Trust
- Employer type
- NHS
- Site
- Anaesthetic Department
- Town
- Torquay
- Salary
- £22,816 - £24,336 Pro Rata
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Anaesthetic Secretary
NHS AfC: Band 3
Job overview
We are looking for an enthusiastic member of staff to join our existing secretarial team within the Anaesthetic Department to cover maternity leave for a fixed term.
This post is 21 hours per week working either 9am to 2:15pm Monday to Thursday or 9am to 4:30pm Monday ,Tuesday, Wednesday. at the candidates preference.
we are looking for someone with proven admin experience who is willing to audio type and be able to provide excellent communication skills working within a multidisciplinary team. We will provide training for each area of work along with an overview of our unique CLW rota system.
Experience of using Microsoft applications would be advantageous. We would expect the candidate to have proven relevant experience of working in a similar role.
If you are a good communicator and can work both independently and as part of team we would like to hear from you.
Main duties of the job
- To support the College Tutor with Junior Doctors and all associated admin tasks.
- To support the Medical Student Lead and undertake all associated admin tasks.
- To type clinical and non-clinical correspondence and reports .
- To process leave on CLW Rota to include the allocation of allowance for Consultants and Trainees.
- To undertake any in-house course administration where admin support is requested.
- To use the relevant IT systems to transfer medical records, input clinical letters as required.
- To undertake a variety of office duties.
- To comply with the Trust’s Patient Access Policy and Standard Operating Procedures.
- To ensure that all results/reports/ correspondence are filed in the case notes in line with Health Records standards.
- Escalate to the Admin Team Leader any anomalies or concerns.
- To answer telephone enquiries in an efficient manner.
- To identify areas for service improvement and support implementation.
- To order and maintain adequate stationery supplies.
- To provide cover for the other members of the secretarial and administration team, as required.
- Assist with telephone enquiries in courteous and helpful manner.
- Liaising with medical staff and other departments as necessary.
- Tracering Medical case notes .
Working for our organisation
The Anaesthetic Department is part of the Surgical Team which includes Intensive Care, Peri-operative Care and Pain Management.
This is a busy department and the secretarial team is key to ensure things run smoothly and efficiently.
It is therefore imperative that each member of the team works well under pressure and as a team player but equally as important that they are able to work independently and prioritise workload effectively.
One of the main rewards of this role is knowing you have made a difference and enhanced a patient’s experience.
This role is a great training opportunity in order to progress your career.
Detailed job description and main responsibilities
Communication and working relationships
- This position requires empathy and tact when dealing with such a large multidisciplinary team.
- To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GP’s and other external agencies
- Communicate effectively in writing and verbally on a daily basis
- To answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiry
Planning and organisation
- To prioritise work load
- Ensure mandatory training is kept up to date
Responsibility and accountability
- Ensure patients are put at the heart of the service
- To type clinical and non-clinical correspondence and reports in accordance with local targets
- To ensure results/reports/correspondence are filed in case notes in line with Health Records Standards
- To undertake a variety of office duties, such as monitoring and dealing with emails received via shared email accounts, filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department
- Ensuring patient files are tracered accurately
- Any other appropriate duties/tasks as requested by management
Policy and service responsibility
- To contribute to the development of policy and processes as required
- To support continuous quality improvement and identify areas for service improvement and support implementation
- To comply with the trust’s Patient Access Policy and Standard Operating Procedures
- To support the delivery of agreed service outcomes
- To ensure Trust policies and procedures are adhered t
Responsibility for finance, equipment and other resources
- To ensure computer equipment is in good working order
- To order supplies for the photocopier as requested
- To make Team Leader aware of any damage to any equipment within the Department
- There are no responsibilities for line management of staff or budget contro
Information technology and administrative duties
- Ensure relevant training is completed in order to use Trust IT computer systems
- To use the relevant Trust IT computer systems to maintain patient records
- To provide cover for the medical secretaries and other members of the secretarial and administration team as required
Person specification
Qualifications
Essential criteria
- Good standard of general education to include GCSE in Maths and English or equivalent • Typing to RSA II/OCR II or equivalent level of speed and accuracy (40wpm)
Knowledge
Essential criteria
- Experience of Administrative/typing duties • Knowledge of Microsoft Office software • Ability to work on own initiative and prioritise own workload • Ability to work as part of a team • Able to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing • Proven experience of providing a customer focussed service
Desirable criteria
- Knowledge of Trust Patient Administrative and Information Systems • Knowledge of a range of patient computer software packages e.g. e-Referrals, Infoflex, CRIS etc
Specific Skills
Essential criteria
- • Ability to audio type • Good interpersonal skills • Good attention to detail skills
Requirements due to work environment/conditions
Essential criteria
- • Ability to be flexible with working hours when required • To cross cover between specialities with the surgical team.
Physical Effort
Essential criteria
- • Able to manoeuvre and transport medical records around the Department and Hospital site • Manual dexterity for typing • Able to move and store stationery
Emotional effort
Essential criteria
- Ability to deal with telephone calls from patients • Deal with patient requests and complaints
Mental effort
Essential criteria
- Prolonged concentration for computer work.
Employer certification / accreditation badges
Applicant requirements
This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Daniel Moffatt
- Job title
- Anaesthetic Admin Team Leader
- Email address
- [email protected]
- Telephone number
- 01803 654311
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