Support Secretary

7 months ago

Sheffield, United Kingdom Sheffield Teaching Hospitals NHS Foundation Trust Full time

An opportunity has arisen for an enthusiastic individual to join our dynamic and supportive Rheumatology Team based at the Royal Hallamshire Hospital. To support the Medical Secretaries and Waiting List team in providing a high standard of secretarial and clerical support for the medical staff and their team. To provide cover for medical secretaries in their absence ensuring a 5-day service with cover until 5pm on a rota basis. Actively contribute to the smooth running of the department.

To monitor patient pathways in line with the Trust’s 18 week pathway guidance and ensure all ATRs are up to date and tests are arranged in a timely manner.

To be able to work with the waiting list co-ordinators and schedulers to co-ordination clinics and theatre lists, liaising with scheduling team / operational manager.

To support clinical work for designated clinicians, such as typing of confidential letters and reports.

To ensure filing, photocopying and other administrative tasks are dealt with appropriately.

To prioritise incoming correspondence and draw attention to urgent items.

Filtering telephone calls and redirecting them as necessary, and where necessary taking messages and carrying out follow up action.

Provide cross cover for colleagues - the post holder may be required to manage and maintain waiting lists, patient target lists and theatre lists.

To maintain patient confidentiality.

To ensure skills are updated regularly through appraisal/Personal Development Review and further training in all appropriate areas including IT.

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

Please view the attached Job Description and Person Specification documents for full details regarding this post.

Main

**Responsibilities**:
2. To maintain activity recording on patient EPR systems and any other identified data bases, in line with hospital policy to meet local and national targets.
3. To monitor patient pathways in line with the Trust’s 18 week pathway guidance and ensure all ATRs are up to date and tests are arranged in a timely manner.
4. To be able to work with the waiting list co-ordinators and schedulers to co-ordination clinics and theatre lists, liaising with scheduling team / operational manager.
5. To support clinical work for designated clinicians, including maintaining referral databases, setting up patient case notes, organising appointments and transport if required, organising other support such as interpreter services, typing of confidential letters and reports and managing discharge administration and chasing results.

6. To ensure filing, photocopying and other administrative tasks are dealt with appropriately.
7. To prioritise incoming correspondence and draw attention to urgent items.
8. Filtering telephone calls and redirecting them as necessary, and where necessary taking messages and carrying out follow up action.
9. Maintain adequate stocks of stationery etc. obtaining approval from approved signatory.
10. During cross cover arrangements - the post holder may be required to manage and maintain waiting lists, patient target lists and theatre lists. To arrange theatre cancellations and reductions in line with Trust policy to meet local and national targets and communicate to patient and other stakeholders.
11. To maintain at all times the confidentiality of patients and the Service.
12. To maintain the working environment in a safe manner, and which complies with health and safety standards.
13. To ensure skills are updated regularly through appraisal/Personal Development Review and further training in all appropriate areas including IT.
15. Acting up to provide cover for AFC4.

Personal Responsibilities
1. Deal with enquiries, taking messages and action as appropriate.
2. Communicate clearly and effectively with all internal and external Health Care Professionals and other clerical staff.
3. Comply with the Data protection, Access to Health Records, Freedom of Information and related Acts of Parliament, Health and Safety procedures and confidentiality.
4. Assist with training of new and less experienced members of staff or staff on work placements, i.e., peers, work experience, apprentices.
5. To contribute to, and act upon new ideas and practices that improves the quality of the service and to become involved in developments by participating in meetings as appropriate.
6. Participate in mandatory training for all aspects of health and safety including fire procedures, moving and handling, IPR’s etc to meet the requirements of the KSF protocols.
7. Actively contribute to the smooth running and development of the department by sharing, discussing and implementing new ideas and w

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