Healthcare Secretary for Respiratory Services

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 networks in the UK, employing approximately 40,000 individuals across a diverse array of clinical and administrative roles. Our organization is dedicated to delivering comprehensive acute hospital, primary, community, and mental health services to a population exceeding 1.15 million, expanding to 2.2 million when considering our regional and national services.

As part of our commitment to enhancing work-life balance, NHS Scotland is transitioning to a reduced full-time working week of 37 hours, effective from April 2024, without any alterations to pay. This adjustment will also be applicable on a pro-rata basis for part-time employees. Please note that while this change is being implemented, some service areas may require temporary adherence to the previous working hours until new schedules are established.

The working schedule for this role is Monday to Friday. (Please be aware that the salary will be calculated on a pro-rata basis for part-time hours.)

The successful candidate will deliver a thorough administrative and secretarial service to Consultant(s) and their respective teams. This role will serve as a primary point of contact for staff members, patients, and professionals regarding service inquiries, ensuring the smooth coordination of patient pathways.

The department is responsible for providing a full spectrum 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, photocopying, and drafting correspondence and medical reports to enhance patient care efficiency.
  • Oversee the scheduling of Consultant(s)/Team(s) to optimize time management.
  • Sort, distribute, and prioritize incoming correspondence, exercising judgment to determine which documents require the Consultant's attention and which can be directed to others.
  • Address telephone and in-person inquiries from various stakeholders, providing information and directing queries appropriately to ensure effective service delivery.
  • Coordinate appointments for referrals to relevant clinics and departments, facilitating patient admissions while considering urgency and wait times.
  • Manage waiting lists to utilize resources effectively and meet hospital waiting time targets.
  • Collaborate with multiple departments to maintain accurate and up-to-date patient records, including inpatient, day care, and outpatient investigatory results.
  • Work with the Consultant's team to plan clinic and on-call schedules, ensuring effective service delivery and communication with department staff.
  • Assist in recording and preparing draft minutes for meetings, subject to review by the Consultant team.
  • Share responsibilities for typing 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 and ensure best practices.
  • Provide cross-cover support, including working across different sites when required.
  • Communicate with Consultants regarding written information needed for external agencies.
  • Share responsibility for maintaining Health and Safety standards within the office environment.
  • Mentor administrative staff, fostering professional development.
  • Uphold 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 for all.
  • 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, promoting a culture of inclusion 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 the skills and experiences of military personnel during recruitment.

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