Support Secretary | University Hospitals Coventry and Warwickshire NHS Trust

UHCW NHS Trust; Coventry; On-site; GBP 21,000 - 28,000; Full time

Job summary

University Hospitals Coventry and Warwickshire NHS Trust is seeking a Support Secretary to join the Surgical Group. The role involves a variety of administrative tasks including typing, handling calls, post and email management, and data entry across Trust IT systems.

The post requires attention to detail, initiative, and the ability to work well as part of a team in a busy NHS environment. The successful candidate will contribute to efficient office operations, support new staff with standard

Qualifications

• Attention to detail is essential for accurate keyboard work and record keeping.
• Ability to work well with others and support team members is required.
• Ability to use initiative and remain calm under pressure.
• Excellent knowledge of English language is necessary.
• Audio typing involves transcribing spoken notes from audio tape.
• Copy typing from handwritten notes is needed.
• Handling telephone calls and managing post and emails are part of duties.
• Maintaining data quality across systems is important.

Responsibilities

• Resolve routine and urgent enquiries promptly using own initiative or referrals.
• Maintain up-to-date documentation and organised records for decisions.
• Maintain internal computer systems and retrieve information for patients/customers.
• Undertake general office duties such as faxing, typing, photocopying and data uploads/downloads.
• Ensure efficient office management and up-to-date data entry across systems.
• Support new team members with training on departmental procedures.
• Use Trust IT systems to input patient data accurately following guidelines.
• Receive, sort, and distribute incoming post within the department.
• Provide cover for absent team members.

Skills

Attention to detail

Teamwork

Initiative

Excellent English

Audio typing

Copy typing

Telephone handling

Post & emails

Data quality

Job description

Support Secretary | University Hospitals Coventry and Warwickshire NHS Trust

The Surgical Group have exciting new opportunities for people who wish to start a career in NHS administration. The post holder will be responsible for undertaking a variety of administrative duties across the specialities including typing. The post holder will be based at UHCW in Surgical Specialities. Candidates need to have excellent accurate keyboard skills and attention to detail and the ability to remain calm under pressure is essential.

Please be advised that this vacancy is not eligible for sponsorship.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received.

You’ll need:

• To be thorough and pay attention to detail
• The ability to work well with others
• The ability to use your initiative
• Excellent knowledge of English language
• Audio typing - typing while listening to spoken notes on audio tape
• Copy typing - working from hand-written notes
• Answering the telephone and making calls
• dealing with post and emails
• Data quality work

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the front‑line of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence®designated organisation – please click the link for further details about this prestigious award.Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

Responsibilities

• To ensure all routine and/or urgent enquiries are effectively and successfully resolved within a prompt timescale using own initiative or referring as appropriate and a proper record is maintained.
• To ensure wherever possible that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, liaising with department and Trust staff to maintain an efficient record system, prompt transcription and distribution of correspondence in compliance with local/national targets.
• To maintain accurate and up to date internal computer systems and to retrieve and generate information to assist in the effective organisation of all patients/customers in accordance with local and national policies and targets.
• To undertake general office duties such as; faxing, typing, photocopying and uploading/downloading information to/from external agencies efficiently and effectively. To review stationary levels and inform appropriate person when necessary.
• To maintain efficient office management system/procedures to enable the department/clinical team to optimise their customer/patient care by ensuring that the data entered onto the systems is accurate, complete and up-to-date, identifying issues and acting accordingly.
• Support new team members by demonstrating and explaining routine dept practices and procedures, undertaking appropriate training and development with new and existing staff ensuring standards of practice are maintained at all times.
• Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may include PMS (iPm from June 2007), CRRS, Opera, CRIS, Ultra, Respond, IMPAC etc.
• To receive all incoming post, sorting and distributing it throughout the department.
• Provide appropriate cover in the absence of other members of the team.

For further details of the job role please see attached job description.