Speciality Coordinator - Neurosurgery

Plymouth Hospitals; Plymouth; On-site; GBP 24,000 - 30,000; Full time

Job summary

University Hospitals Plymouth NHS Trust in Plymouth is seeking a Medical Secretary/Coordinator to provide a comprehensive admin service to consultants and medical staff. The role includes supervising staff, training new secretaries, managing outpatient referrals, and coordinating specialty waiting lists in line with policy.

You will work within a Trust that values patient access, diverse backgrounds, and flexible working; NHS At Risk staff are encouraged to apply.

Qualifications

• Previous demonstrable experience as a medical secretary.
• Demonstrate proven knowledge of waiting list management.
• Demonstrate use of hospital software EPIC.
• Demonstrate proven ability to use all main software packages.
• An understanding of local and national access policies.

Responsibilities

• Provide and deliver a high standard of full secretarial service to the Consultant and/or group of medical staff.
• Supervise and train junior staff; manage and supervise team members.
• Assist in training of temporary or locum staff and support their assimilation.
• Ensure outpatient referrals are managed in line with Waiting List Policy.
• Add patients to IP/DC waiting list according to policy.
• Co-ordinate specialty waiting lists including Cancer PTL within policy framework.
• Collaborate with service line management to meet key performance standards for patient access.

Skills

Medical secretary experience

Waiting list management

EPIC

Communication skills

Calm under pressure

Education

GCSE Maths & English A-C or equivalent

Level 4 NVQ in Business Administration

Leadership/management qualification (working towards)

Tools

EPIC Software

Job description

To provide a comprehensive administrative service to a number of Consultants and/or group of medical staff in an efficient and timely manner.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

Provide and deliver a high standard of full secretarial service to the Consultant and/or group of medical staff using a varied range of work procedures.

Working for our organisation

We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care.

The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles.

We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.It is sometimes necessary to close vacancies before the closing date.

If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Detailed job description and main responsibilities

PRIMARY DUTIES & AREAS OF RESPONSIBILITYSection 1 - Speciality Co-Ordinator:

• Responsible for the supervision and training of junior staff. Manage and supervise members of the team.
• To assist in the training of newly appointed temporary, locum or other secretaries and supporting them during their assimilation.
• Ensure outpatient referrals are managed in accordance with the Trust’s Waiting List Policy.
• Ensure that patients are added to the IP/DC waiting list in accordance with the Trust’s waiting list policy.
• Co-ordination of speciality waiting lists/PTL’s, including Cancer PTL, within the framework of the Trust’s Waiting List Policy.
• Work with the service line management team to ensure key performance standards in relation to patient access are met.

*** See attached Job Description for full details ***

Person specification

Experience

• Previous demonstrable experience as a medical secretary.
• Demonstrate proven knowledge of waiting list management
• Demonstrate use of hospital software EPIC.
• Demonstrate proven ability to use all main software packages.
• An understanding of local and national access policies.

Qualifications

• A-C in Maths and English GCSEs or Equivalent demonstrable qualifications
• Level 4 NVQ in Business Administration or equivalent demonstrable experience.
• Working towards a recognised leadership and management qualification.

Aptitude and Abilities

• Good communication skills, written and verbal, with proven ability to demonstrate fluency, clarity and effectiveness at all levels.
• Proven ability to work calmly and methodically whilst completing a varied workload in a busy environment.
• Proven ability to handle difficult/distressed patients in a sensitive and empathetic manner.

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.

We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included .

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests. This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.

For Doctors Roles:

Unsolicited CVs and Candidate Profiles/Details

University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.

We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.

In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.

We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.

Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.

Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.

In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Sophie Cornelius - Job title Clinical Admin Manager - Email address [e-mail] - Telephone number 01752 433880 Additional information

Sophie Cornelius, telephone [phone], email [e-mail]

We’d love to hear from you if you feel you’re a great fit for the role – and that the role is right for you.Below, you’ll find more information about our recruitment process and what happens once you’ve submitted your application.