Respiratory Medical Administrative Assistant

3 weeks ago

Glasgow, Glasgow City, United Kingdom NHS Greater Glasgow & Clyde Full time

NHS Greater Glasgow and Clyde stands as one of the most extensive healthcare systems in the UK, employing approximately 40,000 individuals across a diverse array of clinical and non-clinical roles. Our commitment is to provide acute hospital, primary, community, and mental health care services to a population exceeding 1.15 million, extending to 2.2 million when including our regional and national services.

As part of our ongoing commitment to staff well-being, NHS Scotland is transitioning to a reduced full-time working week of 37 hours, effective from April 2024, without a corresponding decrease in salary. This adjustment will also apply proportionately to part-time employees. While this change is being implemented, some service areas may require temporary adjustments to working hours, and staff may need to work up to an additional 30 minutes per week until full compliance is achieved.

The position operates on a Monday to Friday shift pattern. Please note that salaries are calculated on a pro-rata basis for part-time roles.

The successful candidate will deliver a comprehensive administrative and secretarial service to designated Consultant(s) and their respective teams. This role serves as a central point for providing assistance and guidance to staff, patients, and healthcare professionals regarding service inquiries, while coordinating the patient journey effectively.

The department is dedicated to offering a complete suite of professional administrative, secretarial, and clerical services that support clinical staff in delivering high-quality, efficient, and patient-centered care within Acute Services, adhering to both local and national standards.

Key Responsibilities:

  • Perform personal assistant duties to support departmental Consultant(s), including document preparation, filing, audio transcription, and the drafting of correspondence and medical reports to enhance patient care efficiency.
  • Oversee the scheduling of Consultant(s)/Team(s) diaries to ensure optimal time management.
  • Manage incoming correspondence by sorting, distributing, and prioritizing mail, utilizing judgment to determine which documents require the Consultant's attention.
  • Address telephone and in-person inquiries from various stakeholders, including staff, patients, and their families, ensuring effective service delivery.
  • Coordinate appointments and referrals to appropriate clinics and departments, considering urgency and wait times to facilitate patient care.
  • Administer the waiting list to maximize resource utilization and meet hospital waiting time targets.
  • Collaborate with multiple departments to maintain accurate and up-to-date patient records.
  • Assist in planning clinic and on-call schedules in conjunction with the Consultant's team to ensure seamless service delivery.
  • Document and prepare draft minutes for meetings, subject to review by the Consultant team.
  • Share responsibility for drafting discharge summaries and clinic letters.
  • Update patient admission and transfer lists as necessary.
  • Contribute to the development of office and secretarial practices to enhance service delivery.
  • Provide cross-cover support as needed, including working across different sites.
  • Communicate with Consultants regarding necessary written information for external agencies.
  • Uphold shared responsibility for health and safety within the office environment.
  • Mentor administrative staff, fostering professional development.
  • Exemplify NHS Scotland's core values of care, compassion, dignity, respect, openness, honesty, responsibility, quality, and teamwork in all duties.
  • Act as a role model for organizational values, demonstrating professionalism and promoting dignity and respect.
  • Adhere to the General Data Protection Regulations.

For further information regarding the recruitment process, please refer to the Candidate Information Packs.

NHS Greater Glasgow and Clyde actively encourages applications from all community sectors, fostering an inclusive culture and celebrating our diverse workforce.

As a signatory of the Armed Forces Covenant, NHS Greater Glasgow and Clyde is committed to being a Forces Friendly Employer, recognizing military skills and experiences during recruitment.

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