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Secretarial Assistant

2 weeks ago

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

An exciting opportunity has arisen to join our team of secretaries, at the Sheffield Children’s hospital. We are looking for a team player who is an enthusiastic and a motivated individual to work as a secretarial assistant for 12 months to cover maternity leave in the ophthalmology department in the Surgery & Critical Care Group.

The successful applicant will be a flexible and conscientious person who is self-motivating and can work under pressure.

The post holder will be required to provide a comprehensive secretarial support service for a clinical team and their secretaries in the department in accordance with Trust policies and procedures.

This post primarily requires you to produce dictated correspondence using both audio and digital transcribers.

The Secretarial Assistant provides valuable support to their secretarial and clinical teams. They will provide high quality clinical typing and an efficient administration service to the secretaries and medical staff alike.

The post holder will also help to underpin the smooth running of the office. Together with strong communication skills you will also have excellent attention to detail and a good working knowledge of Microsoft Office.

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 for 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

Our 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.

Main Duties / Responsibilities
- Type dictation from handwritten notes / audio, of clinical letters, and general correspondence - including administration. Ensure that clinic letters are typed and sent out in accordance with the locally agreed standards.
- Communicate electronically with secretaries regarding actions to be outcome from typing to ensure 18 week targets are met or any other direct instructions from the consultant are communicated.
- Check patient appointments/waiting lists/ tests are booked as dictated by the consultant. Escalate any issues that need resolution partially in line with 18-weeks
- Send out correspondence and up load final clinical letters into EDMS once agreed by Consultant. Deal with own corrections.
- Be able to prioritise workload with the support of the supervisor.
- Ensure any dashboards recording typing turnaround are updated daily.
- Ensure the Secretarial Team Leader is made aware of any outstanding actions on patient’s pathways (i.e outstanding appointments, investigation requests) to support patients care and achievement of waiting time targets
- Update RTT in accordance with Trust guidelines. Assist the administration and clerical team with data base management utilising PAS and other databases.
- Liaise with line manager to determine priority of providing cover for secretaries during their periods of absence
- Ensure all correspondence is dealt with, by reading, assessing, prioritising and escalating any necessary action on behalf of the consultant to the Secretarial Team Lead when required. Scan all correspondence into EDMS when completed and shred remaining paperwork at an agreed endpoint.
- Deal with simple telephone calls from parents regarding queries about their child.eg checking appointments. If the query is more complex. It is essential that facts are assimilated and appropriate action / advice is given. Ensure consultant / medical / nursing staff are contacted as appropriate. Escalate any complex / distressed parents telephone calls to the appropriate team member.

**Information and PAS**:

- Filing of investigations and correspondence in to EDMS.
- Use of the Patient Administration System to check and update patient information.

**General**:

- General office duties:

- Photocopying
- Faxing
- Answering telephones
- General filing
- Tidying the office
- Dealing with incoming post and distributing to appropriate

For further information of Scope and Range of relationships in this post and the Person Specification please refer to the attached Job Description.

Inclusive Recruitment & Selection

Trust Values

The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:

- Comp