Support Secretary Oral/MaxilloFacialSurgery

Job summary

Please note we will accept Secondments for this role.

An exciting opportunity has arisen within the Surgical Division for a highly motivated and enthusiastic individual to join the Oral/Maxillofacial/Orthodontics Admin team at Worcestershire Royal Hospital, as a Support Medical Secretary working 30 hours per week.

We are looking for a conscientious and adaptable person to work with the service. As part of our team, you will be helping to provide an efficient and comprehensive secretarial service to Consultants and specialty registrars within Oral/Maxillofacial/Orthodontics. Experience of providing administrative support is essential.

Previous experience in a healthcare setting would be advantageous, however, full training will be given on our in-house IT systems.

Applicants should be able to demonstrate excellent organisational skills, the ability to work on their own initiative as well as part of a team along with an ability to prioritise and problem solve. This role would ideally suit candidates who wish to embark on a career in healthcare administration and are keen to learn.

Main duties of the job

To provide administrative assistance and secretarial support to the Consultants and Senior medical staff. This includes Orthodontics, oral and maxillofacial surgery, skin surgery and the prosthetics and dental laboratory.

To type Oral maxillofacial clinical staff correspondence, e.g. transcribe digital dictation.

To deal with day-to-day incoming mail according to the office policy, assigning priority and/or taking any necessary action without reference to consultant staff if necessary.

To assist in the management of waiting lists by :- Ensuring that patient details are entered correctly onto waiting lists. Liaising with admissions office staff to ensure patients are sent for to come into hospital. Ensuring information on the PAS patient administration system is up to date at all times. Ensuring medical records are made available to the relevant departments. To assist with the validation of patients awaiting outpatient and inpatient attendance. To be familiar with the requirement for the recording of patient details in relation to the 18 week pathway. To be familiar with the National and Local 18 week initiative / objectives / requirements. To maintain patients records and track notes electronically in a manner acceptable to the trust.

About us

Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.

The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.

We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.

Job responsibilities

This Post will be based at Worcester Hospital and we will accept secondments.

You will be provideing administrative assistance and secretarial support to the Consultants and Senior medical staff. This includes Orthodontics, oral and maxillofacial surgery, skin surgery and the prosthetics and dental laboratory.

To prioritise workload as appropriate and to familiarize thereself with all aspects of office procedures in order to facilitate the day to day running of the office.

To type Oral maxillofacial clinical staff correspondence, e.g. transcribe digital dictation.

To generate operation notes and letters, discharge summaries and other official correspondence, including self-generated non-routine correspondence if required.

To deal with day-to-day incoming mail according to the office policy, assigning priority and/or taking any necessary action without reference to consultant staff if necessary.

To input information on to computer systems as required.

To assist in the management of waiting lists by :- Ensuring that patient details are entered correctly onto waiting lists.

Liaising with admissions office staff to ensure patients are sent for to come into hospital.

Ensuring information on the patient administration system is up to date at all times.

Ensuring medical records are made available to the relevant departments.

To assist with the validation of patients awaiting outpatient and inpatient attendance.

To be familiar with the requirement for the recording of patient details in relation to the 18 week pathway.

To be familiar with the National and Local 18 week initiative / objectives / requirements.

To maintain patients records and track notes electronically in a manner acceptable to the trust.

To ensure that patients case notes are maintained in good order, including appropriate filing of results and correspondence.

To be responsible for the monitoring of investigation dates and results and bringing these to the attention of the relevant Consultant.

To observe absolute confidentiality of all information obtained in the course of your work.

To participate in the collection and transmission of information to enable the Directorate to meet its objectives.

To familiarize themselves with the Trust Information Systems and any changes in the facility of the systems.

To undertake any other duties as required by the Directorate Support Manager in accordance with the needs of the service.

Person specification

Skill/Knowledge

Essential

• Self-reliant, ability to work independently and as part of a team Good computer skills Working knowledge of Microsoft Office Good telephone skills Excellent verbal and written communication skills Good organisational skills

Desirable

• Knowledge of NHS systems Working knowledge of Oasis, PAS, Bluespier, CLIP

Qualifications

Essential

• Typewriting or word processing RSA Level 2 or equivalent GCSE English and Maths at Grade C or above, or equivalent

Desirable

• AMSPAR qualification or working towards AMSPAR medical terminology qualification

Experience

Essential

• Previous medical secretarial / hospital experience Previous experience working in a busy office Previous experience of dealing with members of the public

Desirable

• Knowledge of NHS systems Working knowledge of Oasis, PAS, Bluespier, CLIP