Surgical Secretary, Band 3- Colorectal Surgery

1 month ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

If you relish a challenge and have a passion for helping others, an exciting opportunity has arisen for a Surgical Secretary within the Colorectal Surgery team at Gloucestershire Hospitals NHS Foundation Trust. This is a permanent post, 35 hours per week, working Monday to Friday.

You will be the first point of contact for patients, our multi-professional colleagues and outside sources with queries and you will need to exercise initiative and judgment when dealing with these enquiries to ensure they are dealt with efficiently and appropriately. These contacts are made in a variety of ways therefore excellent communication skills on all levels are essential.

You will also be responsible for managing and overseeing the elective surgery waiting list as well as planning and co-ordinating surgical admissions for our patients.

As part of the secretarial service, you will be required to touch type from audio dictation a variety of documents. The role requires a certain level of understanding of medical terminology.

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.

KNOWLEDGE, SKILLS & EXPERIENCE
- Educated to GCSE grade C or above (or equivalent) in English & Maths
- IT experience of Microsoft Office packages
- IT capable to ensure proficient use of hospital computer systems
- An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
- Proven organisational skills with the ability to prioritise workload and ability to work to deadlines in line with Trust targets
- Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
- Good interpersonal skills for dealing with people internal and external to the organisation
- Ability to work flexibly within a team
- Ability to work quickly and accurately
- Ability to use own judgement and initiative as appropriate

GENERAL DUTIES
- Providing a comprehensive secretarial support to a busy consultant surgeon whilst being the first point of call for patients, GPs, family members and other professional colleagues and organisations.
- Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Secretarial Supervisor.
- Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc, to ensure that RTT guidelines are achieved for patients.
- Overseeing and managing elective waiting lists for inpatient and outpatient care alongside the utilisation of theatre lists.
- Checking of clinic outcomes to ensure accuracy
- To work with the Central Booking Office to ensure that clinics are utilised to capacity.

SPECIALITY SPECIFIC SUPPORT
- Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.
- Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.
- Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals etc

SERVICE IMPROVEMENT
- Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.
- Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
- As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.

TEAM WORKING
- To work cohesively with colleagues to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
- To cover colleagues durin

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