Secretarial Assistant - Respiratory

Buy A Boat Now; Torquay; On-site; GBP 20,000 - 25,000; Full time

Job summary

A healthcare organization is looking for a dedicated Secretarial Assistant to join their Respiratory Administration & Clerical Team. The role involves providing administrative support, typing correspondence, and managing patient records. Candidates should possess a good standard of education including GCSEs in Maths and English, as well as typing and computer skills. The ideal applicant will have customer care experience and be adaptable in a busy environment. This is an excellent opportunity to contribute to a dynamic team within the NHS.

Qualifications

• Good standard of education including GCSE in Maths and English.
• RSA/OCR II typing skills or equivalent preferred.
• Experience working with patients records desirable.

Responsibilities

• Provide administrative and secretarial support to the team.
• Accurately tracering of patient notes.
• Type clinical and non-clinical correspondence.

Skills

Typing skills (minimum 40 wpm)

Customer care experience

Knowledge of Microsoft applications

Good computer skills

Education

GCSE in Maths and English (Grade A to C)

Tools

Infoflex

Job description

This is an exciting opportunity to join our existing Respiratory Administration & Clerical Team with Torbay and South Devon NHS Foundation Trust.

We are looking to recruit an enthusiastic, self‑motivated, Secretarial Assistant to provide administrative and secretarial support to the team.

The ideal candidate will have a good standard of education to include GCSE in Maths and English (Grade A to C); desirably will have RSA/OCR II typing skills or equivalent with the ability to type a minimum of 40 wpm, including audio typing. You will need to be a team player with customer care experience, knowledge of Microsoft applications, experience of working with patients records and using a hospital database, such as PAS and infoflex is desirable but training will be provided. Good computer skills are essential for this role.

Act with professionalism and integrity, being a role model to those around us and ensuring everyone has an equal opportunity.

Provide a service that is tailored to meet the needs of the individual and to understand what our patients/customers need and be adaptable and responsive.

Provide a high‑quality customer service which complies with relevant legislation and NHS Employment check standards.

Be honest and learn from mistakes, and help to create a no‑blame culture where people feel able to share and learn from experiences together.

To work as part of a team demonstrating effective communication, and working collaboratively with colleagues inside and out of the department.

Acknowledge that you need to continually deliver greater value to customers.

Be honest about your biggest challenges and create a culture of curiosity and openness.

Make a deliberate effort to connect with strangers from different walks of life and invite them to share their ideas.

Be curious and creative about new possibilities, whilst identifying what works well and to do more of it.

Help to develop and foster a learning environment where feedback is welcomed and valued.

The Respiratory Department at Torbay Hospital is based in the Heart and Lung Unit.

We work as a close multi‑disciplinary team which consists of Consultant, nursing staff, administrative team, Specialty Doctors, and Specialist Registrars.

We carry out assessment, investigations and treatment of patients with respiratory conditions.

Why work with us

This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care.

Communicate Effectively In Writing And Verbally With

• Internal
  Consultants
  Nursing staff
  Medical Personnel
  Admin and Clerical staff
  Ancillary Staff
  Management
  Across the trust
• External
  Patients and Carers
  Members of the general public
  Private Practices
  Other Hospitals both in and out of the district
  Locum medical agencies

Key Responsibilities

• To act with professionalism and integrity, being a role model to those around and ensuring everyone has an equal opportunity.
• Tracering of patient notes accurately and in a timely manner.
• Prioritising work in a busy environment.
• To type clinical and non‑clinical correspondence and reports in accordance within local targets.
• To undertake a variety of office duties, such as monitoring and dealing with emails received via varied email accounts, filing, opening and distributing post, photocopying, support where necessary to the Heart and Lung reception, choose and book system, data inputting, moving and lifting of patient notes to ensure the efficient and effective support to the department.
• To accurately deal with E‑referrals and email to the relevant Consultant and action daily.
• To comply with the Trusts Patient Access Policy and Standard Operating Procedures.
• To ensure that all results/reports/correspondence are filed accurately & efficiently in the case notes as required, in line with Health Records standards.
• To answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries.
• To notify the designated person in order to maintain adequate stationery supplies.
• To provide cover for the other members of the secretarial and administration team, and other Long Term Conditions administration teams as required.
• To use the relevant IT systems to register patients, transfer medical records, input clinical letters and care planning summaries, as required.
• To enter Referral to Treatment (RTT) pathway events accurately.
• To ensure that all clinical and non‑clinical correspondence is typed within local targets, using the Infoflex system. (Audio and copy typing).
• Ensure appropriate follow up is actioned i.e. outpatient appointments, investigations, patients added to waiting lists, referrals to other departments etc.
• To identify areas for service improvement and support implementation.
• To enter, monitor and update all aspects of the Referral to Treatment (RTT) pathway events accurately and ensure Inter Provider Transfers (IPT) are completed and updated. Review statuses are to be updated at every patient interaction.
• Escalate to the Admin Team Leader any anomalies or concerns that arise.

Full Vacancy details can be found on the attached Job Description/Person Specification. Please refer to your suitability to the post in your supporting information from the role requirements or person specification.