Secretarial Assistant - General Surgery and Urology

NHS; Torquay; On-site; GBP 20,000 - 30,000; Full time

Job description

Secretarial Assistant - General Surgery and Urology

Torbay and South Devon NHS Foundation Trust

Our Secretarial Assistant will provide high quality administrative support to the Urology, Lower & Upper GI & Vascular Department, working effectively in a team, providing cross cover for colleagues during absence.

Whilst at times there may be a requirement to provide support across different areas of the service, this position will be predominately based in Urology and Vascular.

They will provide typing, administrative and clerical support to ensure an effective and efficient service in line with Standard Operating Procedures and help and support the medical secretaries and support the Team Leader to undertake change management.

They will be able to work flexibly to meet the demands of the service and ensure that patients are treated with courtesy, dignity and respect.

Main duties of the job

• Type clinical and non-clinical correspondence and reports in accordance within local targets
• Use the relevant IT systems to register patients, transfer medical records, input clinical letters as required
• Undertake a variety of office duties, such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department
• Comply with the Trust's Patient Access Policy and Standard Operating Procedures
• Ensure that all results/reports/ correspondence are filed in the case notes in line with Health Records standards
• Enter Referral to Treatment (RTT) pathway events accurately
• Ensuring all clinic outcomes have been recorded accurately, and complete or amend any that have not
• Ensuring a Patient Pathway Identifier (PPI) is correctly allocated to any event booked on PAS
• Ensuring that the review status is updated
• Responsible for entering further RTT codes as required:
  • Discharged on receipt of reports
  • Treated after appointment
• Escalate to the Admin Team Leader any anomalies or concerns
• Ensure Inter Provider Transfers (IPT) are completed and updated
• Ensure that e-Referral work lists are actioned daily
• Provide cover for the other members of the secretarial and administration team, as required

About us

The general surgical department consists of 8 lower GI surgeons, 6 upper GI surgeons, 2 vascular surgeons and 6 urologists.

There are also juniors doctors ranging from FY1s to ST8s including Surgical Fellows, Ambulatory Fellows and Physicians Associates.

The department is supported by a Practice Manager, 2 Team Leaders and a team of B3 and B2 medical secretaries.

The Surgical service is very busy and the secretarial team is key to ensuring 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 their own workload effectively.

One of the main rewards of this role is knowing you have made a difference and enhanced a patient's experience within the Surgical Department.

This role is a great training opportunity in order to progress your career.

Job responsibilities

Full Vacancy details can be found on the attached Job Description/Person Specification. Please refer to your suitability to the post in your supporting information from the role requirements or person specification.

Person Specification

Essential and Desirable

• 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).
• 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.
• Ability to audio type.
• Knowledge of Trust Patient Administrative and Information Systems.
• Understanding of Patient tracking Lists (PTL).
• Knowledge of a range of patient computer software packages e.g. e-Referrals, Infoflex, CRIS etc.

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 name

Torbay and South Devon NHS Foundation Trust