Office Support Specialist

3 weeks ago

Torquay, Torbay, United Kingdom Torbay and South Devon NHS Foundation Trust Full time

Position Overview

The Office Support Specialist will deliver comprehensive administrative and clerical assistance to facilitate a seamless and effective service within the Diabetes and Endocrinology department, adhering to established operational protocols.

Our commitment is to ensure that all patients receive care with the utmost respect, dignity, and courtesy.

Key Responsibilities

As an Office Support Specialist, your primary duties will include:

  • Exhibiting professionalism and integrity, serving as a role model for colleagues and ensuring equitable opportunities for all.
  • Customizing services to meet individual needs, demonstrating adaptability and responsiveness to patient requirements.
  • Delivering high-quality customer service in compliance with relevant regulations and standards.
  • Fostering a culture of honesty and learning from experiences, contributing to a supportive environment.
  • Collaborating effectively within a team, maintaining open communication with colleagues across various departments.
  • Continuously seeking to enhance value for customers and being transparent about challenges faced.
  • Engaging with diverse individuals, encouraging the sharing of ideas and perspectives.
  • Embracing creativity and curiosity to explore new possibilities while recognizing successful practices.
  • Contributing to a learning environment where feedback is encouraged and appreciated.

About Our Team

The Diabetes, Endocrinology & Nephrology Department operates as a cohesive multi-disciplinary team, comprising various specialists dedicated to providing holistic care for patients with chronic conditions.

Job Duties

  • Demonstrating empathy and tact when interacting with patients who may be distressed regarding their care.
  • Communicating effectively, both in writing and verbally, with internal and external stakeholders.
  • Accurately tracing patient records in a timely manner.
  • Prioritizing tasks in a dynamic work environment.
  • Typing clinical and non-clinical documents in accordance with local standards.
  • Managing various office tasks, including email correspondence, filing, and mail distribution.
  • Overseeing the patient booking system and ensuring efficient handling of medical records.
  • Processing electronic referrals and ensuring timely communication with relevant consultants.
  • Adhering to patient access policies and operational procedures.
  • Ensuring accurate filing of results and correspondence in patient records.
  • Handling telephone inquiries efficiently and following up as necessary.
  • Maintaining adequate supplies of office materials.
  • Providing support to other members of the administrative team as needed.
  • Utilizing relevant IT systems for patient registration and data management.
  • Accurately entering and monitoring patient pathway events.
  • Ensuring timely typing of all correspondence using designated systems.
  • Following up on outpatient appointments and referrals to other departments.
  • Identifying opportunities for service enhancement and supporting their implementation.
  • Updating patient interaction statuses and escalating concerns as necessary.

Qualifications

Essential:

  • Good educational background, including GCSEs in Mathematics and English or equivalent qualifications.
  • Proficient typing skills with a focus on speed and accuracy.
  • Experience in delivering customer-focused services.
  • Proficient in Microsoft Office applications (Word, Excel, PowerPoint).
  • Strong attention to detail.

Desirable:

  • Experience as a Medical Secretary or within the NHS.
  • Familiarity with patient administrative systems.
  • Understanding of Referral to Treatment pathways.

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