Consultant Support Officer

4 weeks ago

Poole, Poole, United Kingdom University Hospitals Dorset Full time
Position Overview

As a Consultant Support Officer, you will play a vital role in delivering administrative assistance to the Oral and Maxillofacial consultants and their medical teams. Your responsibilities will include ensuring that clinic documentation is processed in a timely manner, managing all incoming communications, and overseeing the administration related to consultant schedules, including shared departmental correspondence.

Your role will also involve providing secretarial support to other consultants as needed, thereby contributing to the overall efficiency of the office and administrative services.

In addition, you will assist in the management of patient pathways, maintaining regular communication with various departments such as multidisciplinary teams, radiology, outpatient services, and surgical theatres.


Main Responsibilities

1. Act as the primary administrative support for the Oral & Maxillofacial Consultants and their medical teams.

2. Ensure that all clinic letters and documents are accurately typed and processed promptly using the Trust's electronic systems.

3. Maintain an organized and precise schedule for consultant appointments, including any training sessions, and support the management of Clinical Governance meetings by preparing agendas, minutes, and distributing meeting schedules.

4. Uphold the values of University Hospitals Dorset by ensuring that all patients receive respectful and dignified treatment, while maintaining high standards of service delivery.

5. Provide cross-cover secretarial services during periods of absence among colleagues.

6. Facilitate the management of patient pathways by coordinating appointment bookings and discharges, while liaising with the Outpatients Department to accommodate any last-minute changes.

7. Undertake any additional duties as assigned by the consultants or the Surgical Clinical Care Group.


Communication and Interpersonal Skills

Handle all forms of communication and inquiries from a diverse range of individuals, including medical professionals, patients, and their families, in a timely and sensitive manner.

Collaborate with Admissions Officers to ensure that all relevant electronic systems are updated in compliance with data quality standards and regulations.

Maintain effective communication with other departments, wards, and staff as necessary, ensuring that all relevant parties are informed of any upcoming leave or schedule changes.


Analytical and Organizational Skills

Utilize appropriate electronic systems and be open to training on new technologies adopted by the Trust.

Support the achievement of patient pathway targets by ensuring accurate tracking of patient information and validating data as required.

Assist colleagues in compiling, photocopying, and distributing information throughout the Head and Neck Services Directorate.


Planning and Resource Management

Ensure that all written correspondence to general practitioners, patients, and hospital staff is dispatched appropriately, maintaining patient confidentiality at all times.

Retrieve and manage patient medical records using the Trust's systems, ensuring that all necessary documentation is available for appointments and inquiries.

Maintain an organized filing system for patient records, ensuring that all correspondence and investigation results are accurately filed.

Monitor and manage departmental supplies, ensuring that stationery levels are maintained and reordered as necessary.


Training and Development

Ensure that all mandatory training requirements are met and identify any additional training needs relevant to the role.


Work Environment

This position requires the ability to work in a structured environment, adhering to established policies and procedures. The role may involve prolonged periods of sitting and the handling of physical documents.

Occasional exposure to challenging situations may occur, requiring a professional and composed approach.

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