Healthcare Secretary for Respiratory Services

3 weeks ago

Glasgow, Glasgow City, United Kingdom NHS Scotland Full time

NHS Scotland is a prominent healthcare provider, employing a diverse workforce of approximately 40,000 individuals across various clinical and administrative roles. Our organization delivers a comprehensive range of healthcare services, including acute hospital care, primary care, community services, and mental health support to a population exceeding 1.15 million.

As part of our commitment to enhancing work-life balance, NHS Scotland is transitioning to a reduced full-time working week, which will be implemented across various departments. This change aims to promote employee well-being while maintaining competitive compensation.

The working schedule for this role is structured from Monday to Friday, with part-time positions being compensated on a pro-rata basis.

The successful candidate will be responsible for delivering a thorough administrative and secretarial service to designated Consultants and their teams. This role serves as a central point of contact for staff, patients, and healthcare professionals, facilitating inquiries and coordinating patient pathways.

The department is dedicated to providing a full spectrum of professional administrative support, ensuring that clinical staff can focus on delivering high-quality, patient-centered care in alignment with established local and national standards.

Key Responsibilities:

  • Perform personal assistant duties to support Consultants, including document preparation, filing, audio transcription, and correspondence management to enhance patient care efficiency.
  • Oversee the scheduling of Consultant and team appointments to optimize time management.
  • Prioritize and distribute incoming correspondence, utilizing judgment to determine appropriate actions for various documents.
  • Address inquiries from staff, patients, and families, providing information and directing queries to ensure effective service delivery.
  • Coordinate appointment arrangements for referrals and admissions, considering urgency and wait times to facilitate patient journeys.
  • Manage waiting lists to utilize resources effectively and meet hospital targets.
  • Collaborate with various departments to maintain accurate and up-to-date patient records.
  • Assist in planning clinic schedules and on-call rotations, communicating these arrangements to relevant staff.
  • Prepare 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 practices to enhance service delivery.
  • Provide cross-cover support, including working across different sites when required.
  • Communicate with Consultants regarding necessary written information for external agencies.
  • Participate in maintaining health and safety standards within the office environment.
  • Mentor administrative staff to foster professional development.
  • Exemplify NHS Scotland's core values of care, compassion, dignity, respect, openness, honesty, and teamwork in all duties.
  • Demonstrate professionalism and uphold organizational values, promoting dignity and respect for all individuals.
  • Adhere to General Data Protection Regulations to ensure confidentiality and data protection.

NHS Scotland values diversity and encourages applications from all community sectors, fostering an inclusive culture within our organization.

We are committed to being a Forces Friendly Employer, recognizing the skills and experiences of military personnel during the recruitment process.

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