Admin Support

6 months ago

Bedford, United Kingdom Bedfordshire Hospitals NHS Foundation Trust Full time

An exciting opportunity has arisen for an admin support/support secretary to join the team within the busy Trauma & Orthopaedic department at Bedford Hospital.

We are a busy, fast paced department within Bedford Hospital. Clinics include elective hip and knee, foot and ankle, upper limb and paediatrics and also daily fracture clinics. We as team are highly motivated and dynamic and work hard to provide a high quality service to our patients.

To provide administrative audio-typing support to the Trauma & Orthopaedic Secretarial Department, including use of medical terminology and digital dictation systems in the typing of clinic letters.

To provide a courteous and professional service to patients by efficiently managing phone queries and providing administrative support for patients in a busy department.

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.

We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.

The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities.

Provide support to the secretarial service including audio typing from digital dictation of outpatient clinic letters and inpatient details to a high standard with a minimum of eight letters per hour. Develop and build upon the current system for typing and despatching all types of documents within specified timescales.

Prepare straight forward responses and requests for the Consultant and designated medical staff as appropriate.

Liaise with the Outpatient Department and Nursing team ensuring that outcomes from clinic letters are arranged and actioned as necessary.

To liaise with internal and external organisations as necessary

Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy.

To implement secretarial procedures and use medical terminology.

Be responsible for the distribution of internal and external post.

Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy.

To provide audio typing support to the Orthopaedics service

Provide secretarial support and assist the Orthopaedic Secretary with Administrative tasks.

To provide administrative and secretarial support to the consultants, registrars, Specialist Nurse and other members of the team.

Ensure annual leave for clinical staff is appropriately notified, with adequate cover for the firm, arrange for amendments to or cancellations of clinics as required and ensure all relevant parties are notified.

To cover for other members of the admin & clerical team in their absence

Liaise and maintain close working relationships with other secretaries, clinicians and management to ensure a smooth and efficient service.

Develop office and secretarial practices to continually improve service delivery.

Adhere to Trust policies and procedures. To participate in reviewing policies for own work area.

Update and maintain databases as required.

To assist as directed in the maintenance of the departmental waiting list (RTT).

To deal appropriately with telephone calls into the Department

Managing telephone calls, many of which will be of a sensitive nature from patients, relatives, members of the public, GP’s, healthcare professionals, and hospital departments all of which require a high level of patient confidentiality

To prepare new patient files

To assist in setting/cancelling clinics as well as checking systems to ensure clinics are running correctly

Operate a bring forward system and ensure relevant papers are available for appointments/meetings

Any other reasonable requests by the manager

Perform any clerical duties associated with inpatient or outpatient arrangements as required

To provide admin assistance to service manager from time to time

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