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Healthcare Administrative Assistant

3 months ago

Swindon, Swindon, United Kingdom Great Western Hospitals NHS Foundation Trust Full time

Job Overview

PLEASE NOTE: PREVIOUS APPLICANTS ARE NOT ELIGIBLE TO REAPPLY

An exceptional opportunity has emerged for a Band 3 Secretary position within the Surgery, Women and Children's Division.

We are seeking a motivated and personable individual to become a vital part of our dynamic secretarial team.

Your responsibilities will encompass a variety of administrative tasks, including efficient typing and prompt handling of general correspondence, as well as professionally managing phone inquiries.

Delivering a thorough secretarial service, this role will require you to accurately type clinical letters within the established Trust-wide targets, while serving as a central communication hub for patients and healthcare professionals regarding treatments and consultations.

Key Responsibilities

Serve as the primary contact for your consultants and other clinical personnel in your specialized area, addressing inquiries in a professional and efficient manner. Type (audio/copy) clinic letters, medico-legal documents, and various reports and memos for consultants and junior medical staff, ensuring the highest quality in presentation and timely dispatch. Open, categorize, and manage incoming mail on a daily basis. Retrieve, log, and return medical records, adhering to Trust policies for case note tracking and filing. Organize correspondence, investigatory reports, and maintain both paper and electronic filing systems within the office. Address and manage inquiries (in-person/telephone/email/written) from staff, patients, and external parties in a proactive and professional manner, including liaising with law enforcement, legal representatives, and social services. Ensure daily collection and assessment of referral letters, facilitating their swift progression through the registration system to the booking team. Guarantee that all investigatory results are promptly reviewed by the consultant or designated team member during absences, and processed accordingly. Collaborate with team members to provide coverage and support for departmental secretaries, including local orientation for new hires. Maintain the consultant's calendar, agreeing on a system for effective diary management. Assist in managing medical staff leave through diary coordination and communication with relevant personnel responsible for processing leave requests. Take and produce minutes for meetings as required. Review and audit processes to identify opportunities for enhancing departmental efficiency.

This job description is intended to provide a broad outline of the main responsibilities. The post holder should be adaptable to evolving duties in consultation with the designated manager.

Qualifications

Essential

RSA Typing or equivalent keyboard proficiency RSA Audio Typing or equivalent GCSE level C or above in English and Mathematics Strong general education background

Desirable

Familiarity with Medical Terminology

Experience

Essential

Proven experience in a secretarial or clerical role Demonstrated proficiency with Microsoft Office and database management Experience with referral triaging and booking processes

Desirable

Knowledge of hospital patient systems such as Medway

Knowledge

Essential

Outstanding organizational skills Excellent communication abilities Proficient audio typing skills Capability to meet tight and conflicting deadlines Ability to communicate effectively with diverse individuals

Desirable

Understanding of a district General Hospital environment