Secretarial Team Leader

2 weeks ago

Sheffield, United Kingdom Sheffield Children's NHS Foundation Trust Full time

**The key dimensions to the post are as follows**:
- To be a Senior Medical Secretary to the clinical team
- To provide day to day, local, staff supervision

Secretarial/Staff Supervision

You will provide a comprehensive medical secretarial service to Consultants and their teams enabling them to maintain timely patient pathways, respond effectively to complaints and all medico legal requests and maintain their clinical practice.

You will be responsible for the day to day supervision of your speciality team ensuring timely production of clinical correspondence to facilitate compliance with 18 week referral to treatment targets. You will ensure all clinical correspondence is produced to the required standard within the timeframe of the national and local targets.

Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.

We have three overarching aims that set the direction of the Trust in our vision "to create a healthier future for children and young people".
- Outstanding patient care
- Brilliant place to work
- Leader in children's health

Out commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.

We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.

Secretarial
- Provide effective first line communications both within the Trust and between the hospital, GP’s, patients and all other relevant external agencies and organisations. Take responsibility for any actions required. Communicate with an appropriate degree of urgency to other team members.
- Be responsible for ensuring all the consultants commitments (including ones held at other Trusts/organisations) are reduced/ cancelled when necessary adhering to relevant procedures and deadlines. Collate on-call rota’s as necessary.
- Attend to any additional administration as generated by the consultant team including diary management, booking and cancelling meetings, appointments and travel arrangements as required.
- Take minutes for committees/meetings/away days attended by consultants, transcribe and distribute. Ensure any necessary documentation is collated and distributed in advance if required.
- Attend meetings and take minutes as required by Consultants / team.
- Maintain data bases/spread sheets containing patient information as required by the consultant/team.
- Update RTT in accordance with trust guidelines and ensure accurate patient pathways, investigating and correcting errors as required. Assist the performance team with data management utilising PAS and other departmental databases.
- Utilise outpatient and inpatient PTLs to track patients through pathway.
- Monitor and track the diagnostic investigations bringing the results to the attention of clinical staff as soon as available. Arrange follow up as appropriate.
- Type dictation from audio/hand written notes of clinical letters, theatre notes, medical reports, rotas and general correspondence ensuring they meet locally agreed standards.
- Type dictation from shorthand/audio/hand written notes, of clinical letters, discharge summaries, theatre notes, medical reports, rotas, references and general correspondence - including administration and, when required, minutes for committees/meetings attended by their Consultant.
- Type child protection reports/court reports and police statements.
- Ensure that clinic letters are typed and sent out in accordance with the locally agreed standards.
- General office duties

Supervision
- Act as supervisor for staff providing support when necessary, e.g. when staff experience problems with work, medical or personal issues.
- Responsible for ensuring work is appropriately allocated to staff on a daily basis in order to meet changing priorities and organisational requirements.
- To assist the Service Co-ordinator in the recruitment and selection process for new staff.
- Joint responsibility for ensuring that all administrative and clerical staff are adequately trained and developed and have completed the relevant mandatory training including PDR’s.
- Support the induction and training of staff to the team.
- Monitor sickness and absence records, taking appropriate action in line with sickness and absence policies and undertake return to work interviews.
- Responsibility to assist the Management team by initiating first line action in potential disciplinary and capability cases.
- Monitor KPI’s and undertake quarterly performance reviews with support staff
- Au

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