Respiratory Medical Administrative Assistant

3 weeks ago

Glasgow, Glasgow City, United Kingdom NHS Scotland Full time

NHS Scotland is recognized as one of the largest healthcare systems in the UK, employing approximately 40,000 professionals across various clinical and administrative roles. We are dedicated to providing acute hospital, primary, community, and mental health services to a diverse population exceeding 1.15 million, expanding to 2.2 million when considering our regional and national services.

As part of our commitment to enhancing work-life balance, NHS Scotland is transitioning to a reduced full-time working week of 37 hours, effective from April 2024, with no alteration in remuneration. This change will also apply proportionately to part-time employees. It is important to note that some service areas may require temporary adjustments to working hours until they can fully implement the new schedule.

The working hours for this role are Monday to Friday, with salaries adjusted accordingly for part-time positions.

The successful candidate will deliver a comprehensive administrative and secretarial 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 healthcare professionals regarding service inquiries and will coordinate the patient care pathway.

The department is responsible for a full spectrum of professional administrative, secretarial, and clerical services that support 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 correspondence management to enhance patient care efficiency.
  • Oversee the scheduling of Consultant(s)/Team(s) to ensure optimal time management.
  • Manage incoming correspondence by sorting, distributing, and prioritizing based on urgency and relevance.
  • Address inquiries from staff, patients, and families through various communication channels, ensuring effective service delivery.
  • Coordinate appointments and referrals to appropriate clinics and departments, considering urgency and wait times.
  • Administer the waiting list to optimize resource utilization and meet hospital waiting time objectives.
  • Collaborate with various departments to maintain accurate and up-to-date patient records.
  • Assist in planning clinic and on-call schedules in coordination with the Consultant's team.
  • Document and prepare draft minutes for meetings for 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 and secretarial practices to enhance service delivery.
  • Provide cross-cover support, including potential cross-site work when required.
  • Communicate with Consultants regarding necessary written information for external agencies.
  • Share responsibility for 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, responsibility, quality, and teamwork in all duties.
  • Serve as a role model for organizational values, demonstrating professionalism and respect for all individuals.
  • Adhere to General Data Protection Regulations in all aspects of work.

Inclusivity Statement: NHS Greater Glasgow and Clyde is committed to encouraging applications from all community sectors. We promote a culture of inclusion and take pride in our diverse workforce.

For Further Information: Details regarding the recruitment process can be found in the Candidate Information Packs.

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