Colorectal Secretary Supervisor, Band 4

1 month ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

Job summary

The post holder will be responsible for the supervision and line management of a varied and efficient secretarial team who provide a typist and administration service to a specialist clinical team. The team consists of secretaries, administration staff and apprentices.

The post holder will also provide an efficient, confidential and professional secretarial service to one consultant. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinician.

The post holder will be responsible for ensuring that the resources within the team is used appropriately to provide a full service to the clinical team. Building relationships with clinical colleagues is a key part of this role to understand the service and work together to deliver a high standard of administration and secretarial support.

The post holder will be responsible for the team achieving both the national and local targets related to typing and administration where relevant.

The post holder will be required to work as part of a team with the speciality co-ordinator(s). Providing cross cover for annual leave and absences where necessary.

Main duties of the job

Line management/supervisory responsibility of non-clinical staff and responsibility for one clinician.

Identify and provide training, education and development of staff within the team.

Oversee the quality and accuracy of administration tasks and typing standards.

Minor budgetary responsibilities.

Creating a culture of positivity and collaborative working within the team.

Ensuring diversity and inequalities are understood and supported within the team environment.

Managing the pathway for patients referred in under the two-week wait ensuring they are monitored to minimise/avoid breach

Carrying out regular review and administrative validation of the clinician's return outpatient wait list

Supporting the achievement of Trust performance by ensuring administrative standards are met typing times, test results passed to clinician and any potential 52 week breaches are escalated to the clinician, secretarial supervisor or AGM/DGM to avoid breach.

Ensuring all clinic cancellations/alterations are dealt with efficiently and in line with the Trust's 8 week annual/study leave policy.

About us

An exciting opportunity has arisen in the Surgical Division for a Secretary Supervisor based in the GI Surgery Department. The post will be based at Gloucestershire Royal Hospital predominantly but on occasions may require cross site cover.

We are looking for an enthusiastic and motivated individual who can manage the fluctuating demands of a busy Consultant Surgeon within the GI Surgery department and the daily supervision of Band 3 Secretaries. We are looking for an individual who has experience and a proven track record of working as a Secretary preferably within a healthcare environment. Along with accurate audio-typing, good organisational skills and the ability to multi-task and work under pressure, we are looking to appoint an individual who is able to take a lead role and be responsible for the day to day training and supervision of other secretaries. We are looking for someone who will be proactive, and have the confidence within this role to troubleshoot any day to day issues or concerns as and when they arise. You must be confident in your ability to lead others, monitor and review workloads and productivity whilst still carrying out a full Medical Secretarial role.

Job description

Job responsibilities

Please see job description attached for more information detailing the main duties and responsibilities of the role.

Person Specification

Qualifications

Essential

Educated to GCSE grade C or above (or equivalent) in literacy and numeracy RSA Level three/Speed typing qualification or demonstrable experience (min 60 wpm) NVQ level three in administration or equivalent experience

Experience

Essential

Experience of working as a secretary Appropriate experience in a hospital or office environment Understanding and previous experience in medical terminology IT experience of Microsoft Office packages Experience of supervising a staff team / leading a team

Knowledge / Skills

Essential

Able to prioritise own workload and that of others as appropriate Personally resilient and able to manage complexity and work in an ambiguous or changing environment. Excellent presentational, communication and interpersonal skills Good command and understanding of English, punctuation and grammar

Desirable

Knowledge and awareness of health and safety issues, risk management, and data protection act

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