Job summary
- Main area
- A&C
- Grade
- NHS AfC: Band 2
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week (Wednesday, Thursday and Friday, 09:00-17:00)
- Job ref
- 388-7449057-MUEC
- Employer
- Torbay and South Devon NHS Foundation Trust
- Employer type
- NHS
- Site
- Torbay & South Devon Hospital
- Town
- Torquay
- Salary
- £24,465 per annum
- Salary period
- Yearly
- Closing
- 24/11/2025 23:59
Employer heading
Secretarial Assistant
NHS AfC: Band 2
Job overview
Our Secretarial Assistant will provide typing, administrative and clerical support to our team of 7 consultants and 10 specialist nurses to ensure an effective and efficient service in line with Standard Operating Procedures. This post holder will also support the invoicing for our insulin pump patients to ensure that they receive their consumables to maintain health.
Main duties of the job
To act with professionalism and integrity, being a role model to those around us and ensuring everyone has an equal opportunity.
To provide a service that is tailored to meet the needs of the individual and to understand what our patients/customers need and be adaptable and responsive.
To provide a high-quality customer service which complies with relevant legislation and NHS Employment check standards.
To be honest and learn from mistakes, and help to create a “no-blame” culture were people feel able to share and learn from experiences together.
To work as part of a team demonstrating effective communication, and working collaboratively with colleagues inside and out of the department.
Acknowledge that you need to continually deliver greater value to customers.
Be honest about your biggest challenges and create a culture of curiosity and openness.
Make a deliberate effort to connect with strangers from different walks of life and invite them to share their ideas.
Be curious and creative about new possibilities, whilst identifying what works well and to do more of it.
Help to develop and foster a learning environment where feedback is welcomed and value.
Procurement process for invoicing of insulin pump consumables.
Working for our organisation
The Diabetes and Endocrinology Department at Torbay Hospital is based in Hengrave House
We work as a close multi-disciplinary team which consists of Consultants, Specialist nursing staff, administrative team, Specialty Doctors, and Specialist Registrars
The team carry out assessments, investigations and treatment of patients with a range of diabetic, endocrine and including the level 3 weight management service.
Detailed job description and main responsibilities
Tracering of patient notes accurately and in a timely manner.
Prioritising work in a busy environment.
To type clinical and non-clinical correspondence and reports in accordance within local targets.
To undertake a variety of office duties, such as monitoring and dealing with emails received via varied email accounts, filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
To accurately deal with E- referrals and email to the relevant Consultant and action daily.
To comply with the Trust’s Patient Access Policy and Standard Operating Procedures.
To ensure that all results/reports/correspondence are filed accurately & efficiently in the case notes as required, in line with Health Records standards.
To answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries.
To notify the designated person in order to maintain adequate stationery supplies.
To provide cover for the other members of the secretarial and administration team, and other Long Term Conditions administration teams as required.
To use the relevant IT systems to register patients, transfer medical records, input clinical letters and care planning summaries, as required.
To enter Referral to Treatment (RTT) pathway events accurately.
To ensure that all clinical and non-clinical correspondence is typed within local targets, using the Infoflex system. (Audio and copy typing).
Ensure appropriate follow up is actioned i.e. outpatient appointments, investigations, patients added to waiting lists, referrals to other departments etc.
To identify areas for service improvement and support implementation.
Escalate to the Admin Team Leader any anomalies or concerns that arise.
To enter, monitor and update all aspects of the Referral to Treatment (RTT) pathway events accurately and ensure Inter Provider Transfers (IPT) are completed and updated. Review statuses are to be updated at every patient interaction.
Person specification
Qualifications and training
Essential criteria
- Good standard of education to include GCSE in Maths and English or equivalent
Desirable criteria
- Proven experience of audio typing
Employer certification / accreditation badges
Applicant requirements
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.
Documents to download
Further details / informal visits contact
- Name
- Catherine Trust
- Job title
- Operational Support Manager
- Email address
- [email protected]
- Telephone number
- 01803 656018
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