Surgical Secretary,Band 3 - Colorectal Surgery Job Wolverhampton area,England UK,Administrative/Clerical

Surgical Secretary, Band 3 - Colorectal Surgery KNOWLEDGE, SKILLS & EXPERIENCE

Educated to GCSE grade C or above (or equivalent) in English & Maths
IT experience of Microsoft Office packages
IT capable to ensure proficient use of hospital computer systems
An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
Proven organisational skills with the ability to prioritise workload and ability to work to deadlines in line with Trust targets
Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
Good interpersonal skills for dealing with people internal and external to the organisation
Ability to work flexibly within a team
Ability to work quickly and accurately
Ability to use own judgement and initiative as appropriate

GENERAL DUTIES

Providing a comprehensive secretarial support to a busy consultant surgeon whilst being the first point of call for patients, GPs, family members and other professional colleagues and organisations.
Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Secretarial Supervisor.
Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc, to ensure that RTT guidelines are achieved for patients.
Overseeing and managing elective waiting lists for inpatient and outpatient care alongside the utilisation of theatre lists.
Checking of clinic outcomes to ensure accuracy
To work with the Central Booking Office to ensure that clinics are utilised to capacity.

SPECIALITY SPECIFIC SUPPORT

Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.
Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.
Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals etc

SERVICE IMPROVEMENT

Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.
Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or elevate appropriately.

TEAM WORKING

To work cohesively with colleagues to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
To cover colleagues during absences/annual/sick leave as directed by lead management. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
Undertaking routine office duties including electronic note tracking, photocopying, faxing, and filing of correspondence and results and maintenance of records
Assist in the training and induction for new and existing colleagues
Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate
Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.
Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

COMMUNICATIONS & WORKING RELATIONSHIPS