Secretarial Assistant
Job overview
The Audiology Department are looking for someone to provide high quality administrative support to the service. This will be to provide typing, administrative and clerical support to ensure an effective and efficient service in line with Standard Operating Procedures.
We would like you to be able to work flexibly to meet the demands of the service, in return we can provide some flexibility for you.
The post of for a fixed term of 18 months.
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
- Ensure that all results/reports/ correspondence are filed in the case notes in line with Health Records standards
- Answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries
- Identify areas for service improvement and support implementation
- Provide cover for the other members of the secretarial and administration team, as required
Working for our organisation
Why Work With Us
The Audiology Service serves the population of Torbay and South Devon with a throughput of approximately 30,000 patients per annum. Patients are at the heart of everything we do, and this is reflected in the Audiology Departments ethos.
The Department has around 30 members of staff working across a range of grades, roles and specialisms. These specialisms include direct access hearing assessment clinic for adults, hearing assessment clinics for neonates and paediatrics, direct access tinnitus clinics, specialist adult rehabilitation services including hearing therapy, bone anchored hearing devices, vestibular assessments and a learning disability service.
The admin support role within the service is vital to ensure patient reports and referrals are dealt with in a timely manner to ensure patients get effective treatment and interventions' when required.
Detailed job description and main responsibilities
Communication and working relationships- 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 enquiries
- To provide support to new members of staff
- To prioritise workload
- Ensure mandatory training is kept up to date
- Able to manoeuvre and transport medical notes around the Department and Hospital site (av. weight 12kgs)
- Able to maintain concentration whilst typing letters/reports
- 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 to
- To ensure computer equipment is in good working order
- To order supplies for the photocopier as requested
- To notify the designated person in order to maintain adequate stationery supplies
- 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 control
- To train new members of staff
- 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 other members of the secretarial and administration team as required
- 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
- Prioritize own workload
- Act with integrity and professionalism, demonstrating responsible behaviours at all times, in accordance with Trust values.
- Be accountable for your actions, be honest and share your experiences, encouraging learning in others.
- At all times ensure Trust policies and protocols are adhered to.
Person specification
Qualifications
Essential criteria- Good standard of general education incl Maths and English
- Typing to RSA II/OCR II or equivalent
Knowledge
Essential criteria- Experience of Admin/Typing duties
- Knowledge of IT packages
- Knowledge of Trust patient management systems (PAS, Infoflex, ICE etc)
Skills
Essential criteria- Ability to audiotype
You will be joining the organisation at an exciting time. As the first fully integrated care organisation in England, we are working to improve the way we deliver safe, high-quality health and social care. We have a positive and vibrant working atmosphere, we are proud of our investment in our staff both in terms of developing potential career skills and valuing people.
If you provide support to a family member or friend with health or care needs, we aim to be a Carer-friendly employer. We have a ‘Staff Carers’ policy which includes flexible working where possible and a Carer’s Passport scheme that links you into support and discounts.
IMPORTANT INFORMATION- We reserve the right to close vacancies early if we receive a high volume of applications. Please apply promptly
- Please read the job description and tailor your application to reflect the role
- Correspondence will be via Trac, text and email. Please check your email and Trac account regularly.
- Applicants with no previous NHS experience will ordinarily be appointed to the minimum of the band
- If you have not received an invitation to interview within 28 days of the closing date, please assume that your application has been unsuccessful on this occasion
- It is your responsibility to assist us in the timely receipt of appropriate references
If you require support you can obtain this from our Equality Business Forum which has representatives from all protected groups.