Transplant Support Secretary

2 weeks ago


Plymouth, United Kingdom University Hospitals Plymouth NHS Trust Full time

We are looking for an enthusiastic and hard-working support secretary to provide administrative support to the Renal Transplantation team. Applicants should be able to demonstrate good IT and typing skills and have the ability to work within a busy team/office.

The successful applicant must be well motivated and have good communication skills, both face-to-face and on the telephone. We expect that you can demonstrate good team-working and interpersonal skills.

We will provide you with all the training and ongoing support you require to enable you to use the systems and processes already set up within the department.

**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.**
- Good command of the English language both verbally and in writing
- Previous clerical/administrative experience
- Effective influencing skills: in general and with senior health care professionals
- Attention to detail
- Organisational skills
- Provide secretarial and clerical support to the consultant and medical staff as required.
- To support all aspects of the Transplant team; Pre-Donation, Live Donation & Post-Donation.
- To ensure that all appointments are booked in accordance with trust policies as directed by the renal pathway coordinators/secretaries and to assist the department in short notice bookings, cancellations and changes if they do not meet the agreed SLA with the OAC.
- To be responsible for booking all non-OAC clinics and other appointments as instructed by the pathway coordinators/secretaries.
- To ensure that patients are given sufficient notification of appointment, as set out in the Access Policy for Planned Care Services.
- To cancel and rearrange appointments as requested by patients or the service line as appropriate following the rules as set out in the Access Policy for Planned Care Services.
- To communicate regularly with the pathway coordinators/secretaries when slots become available due to short notice cancellations.

The post holder will be based in the Renal Transplantation office and will work very closely with the nursing team.
- To ensure that all information is entered in a timely and accurate manner, in accordance with the data quality standards and Data Protection Act 1998.
- Provide secretarial and clerical support to the consultant and medical staff as required.
- To support all aspects of the Transplant team; Pre-Donation, Live Donation & Post-Donation.
- To ensure that all appointments are booked in accordance with trust policies as directed by the renal pathway coordinators/secretaries and to assist the department in short notice bookings, cancellations and changes if they do not meet the agreed SLA with the OAC.
- To be responsible for booking all non-OAC clinics and other appointments as instructed by the pathway coordinators/secretaries.
- To ensure that patients are given sufficient notification of appointment, as set out in the Access Policy for Planned Care Services.
- To cancel and rearrange appointments as requested by patients or the service line as appropriate following the rules as set out in the Access Policy for Planned Care Services.
- To communicate regularly with the pathway coordinators/secretaries when slots become available due to short notice cancellations.
- To organise translators/interpreters as required when booking patient appointments.
- To prioritise own workload and work without supervision.
- Monitor and inform pathway coordinator of stationary needs.
- Take appropriate action with regards to telephone calls from patients, GP’s and other agencies using initiative, some of which require analysis, and guidance from the pathway coordinators, where needed.
- To trace notes to the patient’s next appointment (within the Trust and outside Trusts) efficiently or to trace them back to Bush Park in the appropriate manner.
- Collecting notes from Main Outpatients following clinical appointments and other areas of the hospital.
- Frequent requirement for concentration where the work pattern is not predictable i.e. when transcribing dictation and rearranging body of text, punctuation and grammar, especially with strongly accented dictation and to understand the context in order to do this.
- Maintain an efficient filing system for easy retrieval of documents.
- Required to cover the support secretary during annual leave/sickness and adapt to their work place and individual differential layouts.
- To undertake typing in a timely manner.
- To provide non-clinical advice to patients and relatives regarding admission and appointment details.
- To provide support in respect of the pathway coordinator and clinical team.
- To assist in the training/mentoring of new support secretaries.
- Regular exposure to distressing/emotional circumstances i.e. typing letter of distressing nature, dealing with d



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