Job overview
At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.
The post holder is required to provide comprehensive secretarial, waiting list management and administrative support to medical and nursing staff within the Upper GI Surgery Team. They will assist medical and nursing colleagues in the organisation of the specialty team workload, communicating appointment and admission related information to patients/carers. The post holder will be responsible for ensuring compliance with the Patient Access Policy and Divisional requirements in terms of outpatient and inpatient waiting list management. Proactively managing waiting times and lists.
Main duties of the job
Main duties include –
- Populating theatre lists
- Results management
- Letter typing
- Booking appointments
- Management of busy telephone lines
- Building relationships with patients, admin colleagues, nursing team, consultant team & management team
- Expectation to cover colleague workloads when required
- Admin duties
Detailed job description and main responsibilities
Key Areas/Tasks
The post holder will be responsible for the day to day running of the service. The post holder will potentially have work delegated to them by the Operational Services Manager and will be responsible for their own time management and ensure that they are correctly prioritising their workload. The post holder will need to be able to work well under pressure and concentrate in a busy work environment.
The post holder will have contact with other members of the secretarial and admin teams, and the clinic team, including Consultants. The ability to communicate effectively with different members of the multidisciplinary team is essential.
The post holder will demonstrate good leadership skills, to enable them to improve and support the team and the service.
The post holder will be responsible for ensuring that accurate, typed, correspondence is sent to patients and other medical professionals within a timely manner and filed in the correct manner. The post holder will ensure that the clinical capacity is utilised by contacting patients to attend outpatient appointments. The post holder will also be responsible for the opening and distribution of post to the clinical team and actioning this where appropriate.
A large proportion of this role will be computer based working; there may be occasions where the post holder will have to deliver notes etc. to other clinical areas.
The post holder will ensure systems are in place to deliver a high standard of communication to build and maintain good working relationships.
Person specification
Essential Qualifications
Essential criteria
- Good general education to include GCSE English or equivalent
- Secretarial and/or clerical experience.
Desirable criteria
- RSA 3 word processing or equivalent
Knowledge, Skills, Training and Experience
Essential criteria
- Secretarial and/or clerical experience.
- Audio typewriting skills
- Knowledge of Microsoft Office package.
Desirable criteria
- 2 years’ experience working in an acute hospital setting
- Knowledge of the hospital systems
- Knowledge of medical terminology
- Previous administration duties in a health care setting
Personal Qualities
Essential criteria
- Able to use own initiative
- Ability to work as part of a team.
- Good communication skills
- Ability to work in a demanding, pressurised environment
- Ability to manage large volumes of work with very fast turnaround
- Ability to work with confidential information
- Reliability.
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