Senior Secretary

1 week ago

Warwick, United Kingdom South Warwickshire University NHS Foundation Trust Full time

We are looking for a dynamic forward thinking individuals to lead a group of secretarial & administrative staff providing a cross boundary approach to secretarial support services within the Department of Gastroenterology and also the Department of Dermatology and Plastic Surgery in an Acute Hospital Trust.

We are looking for a dynamic forward thinking individuals to lead a group of secretarial & administrative staff providing a cross boundary approach to secretarial support services within the Department of Gastroenterology and also the Department of Dermatology and Plastic Surgery in an Acute Hospital Trust.

You must be able to work as part of a team providing secretarial/clerical support to various clinicians and their supporting staff along with managing your administrative team. You need to be able to demonstrate you can also work independently. Whilst we do not expect that you will have had experience working in a hospital setting, if you have experience working in a Heath care setting this would be advantageous.

You will need to be able to demonstrate excellent interpersonal, verbal and written communications skills and be highly organised. You will also need to be able to demonstrate your excellent IT skills and your ability to plan, prioritise, manage your time and problem solve effectively.

All positions are based at Warwick Hospital working Monday - Friday and will involve a mixture of home and office-based work.

The post holder will assist in the supervision and day to day management of a secretarial team to ensure workload is appropriately prioritised and data quality and customer service are met to a high quality standard.

Support the Secretary Manager and work with the Service Managers and General Managers of the department.

Ensuring the service provides a patient centred approach at every stage of the patient journey, and ensuring potential breaches of RTT (referral to treatment) waiting times targets are avoided or escalated to the relevant manager.

The post holder will have specific responsibility for providing training and support to staff members on various aspects of patient administration system and departmental activities.

To work as part of a flexible team in providing an effective Secretarial Service.

To work within one of the specialty team within the secretariat.

Have a high level understanding of all aspects of the service developing expertise in the specialty team.

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.

Accurately transcribe clinical correspondence from audio dictation / copy typing / voice recognition in a timely and efficient manner. Monitor and escalate verification delays. Distribute verified correspondence accordingly.

To manage own/team workload prioritising as appropriate, ensuring urgent and important tasks are completed within required time scales. To be proactive in the identification of workload issues with the support of the Secretarial Managers, develop and implement action plans to resolve the issues.

To request patient appointments (new and follow-up), liaising with the appropriate department.

To liaise professionally with all departments as necessary regarding admissions, waiting lists, ad hoc ward attenders and cancellations, ensuring hospital policies are adhered to.

Oversee and maintain specialty Referral to Treatment pathways in accordance with The Trust patient access policy/guidelines to ensure accurate pathway at all times. To complete ITT forms as required according to the Standard Operating Procedure.

To set up and maintain electronic filing systems ensuring all documents are accurately and appropriately archived. Ensuring that patient electronic files are kept up to date and accurate.

To take responsibility of patient electronic records and ensure data is relevant, up to date and

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