Medical Secretary – Spinal

6 months ago

Swansea, United Kingdom Swansea Bay University Health Board Full time

Job overview

THIS POST IS FIXED TERM/SECONDMENT FOR 12 MONTHS TO COVER MATERNITY LEAVE. 

The Operational Support Manager will be responsible for the day to day supervision and management of the CDS Administration Team and Designed to Smile (D2S) Healthcare Support Workers (HCSW),
Work autonomously, using their own initiative to resolve issues relating to CDS/D2S. The post holder will follow guidance and procedures and escalate any concerns to either the Operational Manager or appropriate clinician depending on the nature of the query.

Main duties of the job

Investigate queries or issues and make judgements upon their resolution. For example, dealing with discrepancies in appointment systems/patient pathways/waiting lists and assessing the best way forward in terms of resolution. Escalating when appropriate to do so.
Ensure all Service Level Agreements, Policies and Procedures are up to date and that appropriate processes are in place to track and highlight issues to the Business Manager. Working in coordination with the Operations Manager to support the rostering and planning processes, ensuring effective communication processes are in place to highlight keys tasks, priorities and duties on a daily basis.
Respond to information requests in a timely manner, this will include compliance with Freedom of Information requests and ensuring coordination of responses and appropriate approval.
Contribute to the development of the service, keeping up-to-date with best practice and suggesting changes which could be made to practice with line manager. Discuss and agree with colleagues the way forward to effectively plan, implement and manage changes within the administration service.
Attend relevant service meetings, representing the administrative function of the service and contribute to organisational and delivery service models and objectives. Participate in the services’ monthly business meetings and be expected to contribute to the information provision in these meetings.

Working for our organisation

We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board. 

As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.

You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.

There are also apprenticeships, work placements and volunteering roles available.

We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.

Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.

If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.

Detailed job description and main responsibilities

Adhere to the Health Board’s guidelines relating to record keeping and maintains confidentiality in line with Health Board policy on Records Management. Contribute to and be actively involved in conversations and discussions around possible service improvements. Deputise for the Operations Manager at internal meetings when required. Co-ordinate and arrange a variety of service and management meetings on behalf of the
Operations Manager and the Service & Clinical Lead, liaising with internal/external agencies and a variety of disciplines.
Responsibility for planning, timetabling and undertaking preparatory work for meetings and to provide any necessary documentation which requires engagement with a range of Heads of Service, Governance Leads and wider Health Board teams. Have responsibility, day to day, for the patient management systems, ensuring that agreed processes are followed by the team. Investigating issues and complaints, sourcing information as required and providing suitable solutions. Support and deputise for the Operations Manager in the delivery of the Community Dental Service and the Designed to Smile Programme. This will include co-ordinating activity with
stakeholders e.g. patients/carers/schools to ensure the most cost effective and efficient means of provision of the services this which will require a significant degree of planning skills.

Person specification

Qualifications

Essential criteria

Appropriate degree level qualification in related area or equivalent demonstrable experience Developed knowledge and confidence in the use of IT software packages including Word, Excel, PowerPoint, Email, Electronic Diaries, Internet and SOEL Ability to collate, analyse and draw conclusions from data and present reports in a variety of formats

Desirable criteria

Experience using Welsh Clinical Portal (WCP), Welsh Patient Administration Services (WPAS)

Experience

Essential criteria

Experience of working in a Business Support Management Position Experience of managing staff Experience managing operational activities Excellent organisational skills, with demonstrable experience of managing conflicting and multiple demands

Desirable criteria

Experience using and managing E-Rosters

Knowledge

Essential criteria

Excellent verbal communication and presentation skills Ability to work on own initiative with minimal supervision and as part of a wider team

Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.

Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.

Employer certification / accreditation badges

Applicant requirements

Welsh language skills are desirable

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