Neurology Secretary Supervisor, Band 4

4 months ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

We are looking for an enthusiastic and personable Secretary Supervisor to join our friendly and supportive administrative team in Neurology. The team are currently based in Beacon House, Gloucestershire Royal, which all applicants are welcome to visit in advance. This is an interesting and varied role, which involves regular interaction with doctors, patients and other care professionals. The role will involve supporting 11 members of the Secretarial Team as well as working closely with the Clinical Lead and one part time member of the Consultant team.

The successful applicant will provide a confidential and professional supervisory secretarial service to the Neurology clinical and administration team. Previous supervisory experience and good communication with patients, General Practitioners and other hospital staff is essential to ensure a responsive, high quality service.

We are looking for a motivated individual who believes in an ethos of continual improvement and high quality patient-centred care. The ideal post-holder will be organised and focused, with a keen attention to detail. You will have well-developed communication and time management skills. You will also have previous experience as a Supervisor and will be able to adequately manage staff adhering to Trust policies. An ability to prioritise effectively in a busy environment is essential.

The post holder will ensure prompt and efficient admin and secretarial support is provided to the Neurology department. Act as the Admin Lead for the team ensuring day to day supervision of the band 3 Medical Secretary workload. Providing supervision and development to members of the administration team, where appropriate.

The post holder will also be expected to fill any gaps in the secretarial workload and undertake secretarial duties in times of absence/sickness/leave/service line pressures etc, whilst delegating to the remaining team members to ensure the workload is covered.
Computer literate in all Microsoft packages is essential with the ability to multi-task. This is a responsible role, and you will be expected to use your own initiative, make independent decisions and deal sensitively with patients, their relatives and the wider healthcare team.

Knowledge of Trackcare/Infoflex/Digi/PACs/Sunrise EPR/Excel etc.

The post holder will be working closely with the Assistant General Manager in order to support the Secretaries, so working as a team player is an integral part of the job role therefore good communication skills are key.

We are a very busy department and we require an energetic, enthusiastic and well organised individual to join our team as a Secretary Supervisor in the Neurology Department. You will supervise and be lead secretary for the secretarial team whilst supporting secretarial provision for Consultant and Specialist Nurse led inpatient and outpatient services.

If you like to be kept busy, enjoy variety and have a good eye for detail whilst working under pressure then you could be the person we are looking for.

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.

**Referrals & Booking**:
Liaise with the Booking Office regarding patient follow up clinic appointments to ensure that any vacant slots are fully utilised and acted upon, including informing the booking office of Consultant Leave etc.

Liaise with Clinic Prep to ensure patient notes are ready for outpatient clinics.

**Transcription**:
Typing correspondence to patients, GP's, medical staff and any other required addressee, following clinical attendance or other patient contacts.

Typing detailed medical reports for legal use when necessary

Take and transcribe minutes as appropriate

**Outcomes and Results**:
Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. chase up requesting investigations, transcription etc.

**Specialty Specific Support**:
Regularly informing the Assistant General Manager about progress and flagging up as a matter of urgency any issues, for example, difficult queries from patients etc.

Diary management, including booking meeting dates and venues, organising and distributing paperwork as required by the Assistant General Manager.

Supporting Consultant/Doctor/Nursing staff by assisting with the production/transcription of medical staffing paperwork.

Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hos

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