We are seeking keen and enthusiastic people to provide strong secretarial, organisational and administrative support within our Orthodontic Department, supporting the consultants and clinicians.
The successful candidates will ideally have a medical secretarial background with strong computer skills including fast and accurate audio typing. Key skills required are excellent verbal and written communication skills, enabling communication at all levels, a keen eye for detail, good time management, and the ability to work to tight deadlines prioritising workload under pressure while working efficiently as part of a friendly, busy team, ensuring the best possible care for our patients in a timely manner whilst ensuring that targets adhered to.
Main duties of the job
To provide full secretarial and administrative support to the Orthodontic Department. To work flexibly and sensitively with other disciplines both on and off the QVH site. To provide and receive confidential and sensitive information written, aural or verbal, to be exchanged with patients/clients, relatives, staff or external parties. To review and manage the patient pathway to ensure all Orthodontic and RTT targets are met, escalating concerns when they arise. To communicate sensitively and appropriately with patients. Job responsibilities
Liaison with Nursing and Diagnostic Imaging support services to QVH and off-site clinics. Maintain close and collaborative working relationships with the Team Leader and other administrative and clinical staff. Maintain effective manual and computerised systems to ensure accurate and timely delivery of information to patients and professionals. Deal with correspondence making use of IT, i.e. email, internet and intranet, using initiative and discretion to prioritise. Deal with all telephone calls promptly and courteously with an empathetic approach. Respond sympathetically to individual needs within resources available. Type clinic letters from digital dictation to meet Trust guidelines on responses. Ensure clinic letters are sent out to dental practitioners and GPs within agreed time frame of the clinic date. Prioritise results needing urgent attention and chase for results where needed. Co-ordinate and monitor patients that require follow up tests to ensure the tests and results are obtained wherever possible. Ensure an audit trail in the patients notes is kept. Co-ordinate matters arising from clinical appointments and arrange further referrals/ investigations as directed. Responding to the requests of the Patient Access team regarding Orthodontic and RTT18 queries and/or input clinical outcomes for clinics. Book appointments for patients for the services as required onto Patient Centre. Manage patients expectations when booking appointments and advising them of updates. Monitor clinics to ensure that they are fully utilised and ensure full clinics wherever possible. Monitor the patient pathways for all patients in the service, making every effort to ensure all patients are offered an appointment within 6 weeks of referral. Schedule all diagnostics that are required for each clinic type in a time effective order to ensure the patients receive an excellent service from QVH. Ensure there are regular reviews of all the outstanding patients in the service to ensure patients are seen in the timescales allowed. Support the Team Leader to gather monitoring data for the service as required. Create and maintain patient case notes in preparation for outpatient consultation clinics, working closely with medical records department where necessary. Ensure patient case notes are stored, tracked and archived according to Trust guidelines. Develop and maintain a sound knowledge of medical terminology, tests, symptoms and procedures. Actively participate in departmental meetings as required. Where required assist in maintaining stationery/ equipment stock control for the department. Attend statutory Trust training courses as necessary and access training ensuring continued professional development within the service. Assist with the supervision of temporary or new secretaries when covering for holidays and sickness. Follow the QVH Trusts guidelines on confidentiality. Ensure a professional image of QVH and the service is maintained at all times. Person Specification
Qualifications
Secondary Education NVQ level 3 in administration or equivalent experience or RSA level III or able to demonstrate equivalent skill Experience
Significant experience in secretarial/administration, preferably in a medical setting Working in a multi-disciplinary team Experience as a Secretary Knowledge of NHS performance budgets Experience in medical administration Skills
Accurate audio typing with a typing speed of at least 60wpm Proficient use of computers and software packages, including the knowledge of databases and spreadsheets Attributes
Attention to detail with high degree of personal organisation, prioritisation and self-management Ability to work on own initiative and in pressured environment Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. £26,530 to £29,114 a year (pro rata)
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To provide full secretarial and administrative support to the Orthodontic Department. To work flexibly and sensitively with other disciplines both on and off the QVH site. To provide and receive confidential and sensitive information written, aural or verbal, to be exchanged with patients/clients, relatives, staff or external parties. To review and manage the patient pathway to ensure all Orthodontic and RTT targets are met, escalating concerns when they arise. To communicate sensitively and appropriately with patients. Job responsibilities
Liaison with Nursing and Diagnostic Imaging support services to QVH and off-site clinics. Maintain close and collaborative working relationships with the Team Leader and other administrative and clinical staff. Maintain effective manual and computerised systems to ensure accurate and timely delivery of information to patients and professionals. Deal with correspondence making use of IT, i.e. email, internet and intranet, using initiative and discretion to prioritise. Deal with all telephone calls promptly and courteously with an empathetic approach. Respond sympathetically to individual needs within resources available. Type clinic letters from digital dictation to meet Trust guidelines on responses. Ensure clinic letters are sent out to dental practitioners and GPs within agreed time frame of the clinic date. Prioritise results needing urgent attention and chase for results where needed. Co-ordinate and monitor patients that require follow up tests to ensure the tests and results are obtained wherever possible. Ensure an audit trail in the patients notes is kept. Co-ordinate matters arising from clinical appointments and arrange further referrals/ investigations as directed. Responding to the requests of the Patient Access team regarding Orthodontic and RTT18 queries and/or input clinical outcomes for clinics. Book appointments for patients for the services as required onto Patient Centre. Manage patients expectations when booking appointments and advising them of updates. Monitor clinics to ensure that they are fully utilised and ensure full clinics wherever possible. Monitor the patient pathways for all patients in the service, making every effort to ensure all patients are offered an appointment within 6 weeks of referral. Schedule all diagnostics that are required for each clinic type in a time effective order to ensure the patients receive an excellent service from QVH. Ensure there are regular reviews of all the outstanding patients in the service to ensure patients are seen in the timescales allowed. Support the Team Leader to gather monitoring data for the service as required. Create and maintain patient case notes in preparation for outpatient consultation clinics, working closely with medical records department where necessary. Ensure patient case notes are stored, tracked and archived according to Trust guidelines. Develop and maintain a sound knowledge of medical terminology, tests, symptoms and procedures. Actively participate in departmental meetings as required. Where required assist in maintaining stationery/ equipment stock control for the department. Attend statutory Trust training courses as necessary and access training ensuring continued professional development within the service. Assist with the supervision of temporary or new secretaries when covering for holidays and sickness. Follow the QVH Trusts guidelines on confidentiality. Ensure a professional image of QVH and the service is maintained at all times. Person Specification
Qualifications
Secondary Education NVQ level 3 in administration or equivalent experience or RSA level III or able to demonstrate equivalent skill Experience
Significant experience in secretarial/administration, preferably in a medical setting Working in a multi-disciplinary team Experience as a Secretary Knowledge of NHS performance budgets Experience in medical administration Skills
Accurate audio typing with a typing speed of at least 60wpm Proficient use of computers and software packages, including the knowledge of databases and spreadsheets Attributes
Attention to detail with high degree of personal organisation, prioritisation and self-management Ability to work on own initiative and in pressured environment Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. £26,530 to £29,114 a year (pro rata)
#J-18808-Ljbffr
