Support Secretary

4 weeks ago

Plymouth, United Kingdom University Hospitals Plymouth NHS Trust Full time

The Trauma, Orthopaedic and Rheumatology Service Line is searching for a support secretary to join us for either a secondment or on a fixed term contract for 12 months, with the possibility of becoming permanent. We are looking for an enthusiastic and positive person to join this busy and fast-paced team, primarily within Trauma and Orthopaedics.

Orthopaedics is a fast-paced, supportive and friendly team. We have just reintroduced manager-led secretary meetings, helping to keep you up to date with the goings on in the department and also offering you the opportunity to develop existing skills or even to learn new ones. This is an exciting time within Trauma & Orthopaedics as we are currently having a new ward and theatres built on-site, as well as recruiting additional consultants.

**Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.**

To provide a comprehensive typing service, primarily to the Trauma and Orthopaedic teams.

This post is part of a professional multi-skilled team working across the administration services of the Service Line.

The key responsibilities of this role are to type clinic letters using audio dictation system and to ensure outcomes & waiting lists are added and correct on the patient administration systems, ensuring strict adherence and compliance to all Trust Policies and procedures.

PRIMARY DUTIES & AREAS OF RESPONSIBILITY
1. To be familiar with, and accurately use, the Bighand Voice Recognition system for typing
2. Provide a typing and administrative service to the Trauma and Orthopaedic clinicians.
3. Prioritise own workload including the typing of clinics & associated administration to ensure timely typing and despatch of outpatient letters to GP’s and outcomes in accordance with Trust policy.
4. Ensure accurate messages are taken for consultant(s) team and delivered in a timely manner and any outcomes followed through appropriately.
5. Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records as required.
6. Ensure all hospital case notes are traced into and out of the department accurately on IPM.
7. Obtain/forward case notes to/from clinics and other departments as and when required using trolleys provided.
8. Be responsible for dealing with all correspondence by keeping a satisfactory record/filing system and ensure all clinic typing is held on the shared drive appropriately named and in the correct folder.
9. Take appropriate actions with regard to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
10. Ensure effective communication with all members of the team.
11. Provide support in respect of consultants clinical audit responsibilities, if required.
12. To cover for other colleagues including Band 4 secretaries during annual leave/sickness or peak workloads. This will also include pooled typing arrangements within the Service line.
13. Provide other secretarial assistance to the team as required, typing up correspondence, references for junior staff and administration and maintain filing system of this correspondence.
14. Be responsible for liaising with the peripheral hospitals, admin and clinical teams to ensure all patients seen by the Consultants are registered on iPM and treated in a timely manner.
15. To be responsible for and take a pro-active role in ensuring all patient episodes are recorded accurately and in a timely manner to support data quality validation and appropriate management of the relevant Primary Target Lists (PTLs). This includes ensuring all missing outcomes and waiting lists are added.
16. Ensure Digital Dictation devices are charged correctly and any breakdowns are reported to management in a timely manner.
17. To support the typing of Fracture Clinic letters in times of high demand and/or staff absences.
18. To become familiar with ward clerking duties to support the wards in times of demand and/or staff absences.
19. You may also be required occasionally to provide admin support to the outpatient department.
20. Be versatile and adaptable to the demands of the team, using your initiative as and when required.
21. To be aware of Health and Safety requirements and maintain a clean, tidy working environment within the office.
22. To raise any safeguarding issues/concerns to senior member of the team in timely manner.
23. To demonstrate own tasks to new starters as and when required.
24. The post holder will undertake any other duties commensurate with the role and grade for this post.

COMMUNICATIONS & WORKING RELATIONSHIPS
- Receive and deal with confidential and sensitive telephone enquiries from patients. Be able to handle patient complaints in a sensitive and appropriate manner.
- Liaise with various departments and professiona

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