Administrative Support for Respiratory Consultants

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 administrative roles. Our organization provides comprehensive acute hospital, primary, community, and mental health services to a population exceeding 1.15 million, with a broader reach of 2.2 million through our regional and national services.

In line with our commitment to employee well-being, NHS Scotland is transitioning to a reduced full-time working week of 37 hours, effective from April 2024, while maintaining current salary levels. This adjustment will also apply proportionately to part-time staff. Consequently, this position may require temporary adjustments in working hours until the new schedule is fully implemented across all service areas.

The work schedule for this role is Monday to Friday. Please note that salaries will be calculated on a pro-rata basis for part-time hours.

The successful candidate will deliver a thorough secretarial and administrative support service to designated Consultant(s) and their respective teams. This role will serve as a central point for providing assistance and information to staff, patients, and other professionals regarding service inquiries, while coordinating the patient care pathway.

The department offers a comprehensive suite of professional administrative, secretarial, and clerical services that bolster 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 the departmental Consultant(s), including document preparation, filing, audio transcription, and drafting correspondence and medical reports to enhance patient care efficiency.
  • Oversee the diary management for 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.
  • Handle telephone and in-person inquiries from various stakeholders, providing information and directing queries to ensure effective service delivery.
  • Coordinate appointment arrangements for referrals to appropriate clinics and departments, facilitating patient admissions based on urgency and wait times.
  • Manage waiting lists to ensure resources are utilized effectively, meeting 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.
  • May be tasked with recording and preparing 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 and uphold best practices.
  • Provide cross-cover support, including working across different sites when required.
  • Communicate with Consultants regarding the provision of necessary written information 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.
  • Exemplify NHSGGC 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 an inclusive culture and valuing the diversity of our workforce.

By endorsing the Armed Forces Covenant, NHSGGC demonstrates its commitment to being a Forces Friendly Employer, recognizing military skills and experience during recruitment.

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