Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Full time
- Flexible working
- Job ref
- 276-6065545-JT
- Employer
- Queen Victoria Hospital NHS Foundation Trust
- Employer type
- NHS
- Site
- Queen Victoria Hospital
- Town
- East Grinstead
- Salary
- £22,816 - £24,336 per annum
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Support Secretary
NHS AfC: Band 3
Welcome to Queen Victoria Hospital NHS Foundation Trust and thank you for your interest.
In addition to receiving tertiary referrals from across the South East of England, we have a network of ‘spoke’ sites at district general hospitals enabling our consultants to offer their expertise with routine treatments and consultations as close to close to patients’ homes as is possible. With the recent addition of video led ‘virtual’ consultations we also enable patients who have some distance to travel to avoid the additional stress and worry of a long journey.
Working at QVH combines the excitement, challenge and career opportunities of many larger organisations with the satisfaction of delivering excellent patient care that really does re-build our patients’ lives.
We also offer attractive benefits such as
- tailored personal development to support career aspirations, including accredited clinical and management development programmes
- flexible working arrangements for a work-life balance that suits you and your needs
- a dedicated reward programme, offering a range of national and local discounts, cashback and tax relief schemes
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Sustainability
At Queen Victoria Hospital we want to be the first Net Zero Hospital in England, and to achieve that wants every member of staff to be a green champion. The way in which the Trust works has a significant impact on the organisation’s carbon footprint and that of our patients. From the heat, light and power supplies within the hospital to avoiding unnecessary patient journeys, the Trust is empowering all staff to create a sustainable health and care environment for future generations. The Trust expects all staff to reuse and recycle more, to use energy and water efficiently, to walk or cycle to work if you can, and to have a focus on sustainability in the workplace.
You can view our Green Plan here: Green Plan - Queen Victoria Hospital (qvh.nhs.uk)
Job overview
We are seeking keen and enthusiastic people to provide strong secretarial, organisational and administrative support within our Corneo Plastic Department supporting our corneal medical secretaries.
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 support to the Corneo Plastic 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 RTT targets are met, escalating concerns when they arise.
To communicate sensitively and appropriately with patients suffering from serious illness.
Working for our organisation
Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.
A centre of excellence, with an international reputation for pioneering advanced techniques and treatments. Everything we do is informed by our passion for providing the highest quality care and the best clinical outcomes.
At QVH we are proud of our achievements and our specialist services continue to record excellent clinical outcomes for patients. We regularly receive excellent results from patient satisfaction surveys and on average 98% of inpatients say they would recommend the hospital to their family or friends.
Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.
Detailed job description and main responsibilities
Maintain close and collaborative working relationships with the Service Co-ordinator and other administrative and clinical staff.
Maintain effective manual and computerised systems to ensure accurate and timely delivery of information to clients and professionals.
Deal with correspondence making use of IT, i.e. e‑mail, internet and intranet, using initiative and discretion to prioritize.
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 GP within agreed timeframe of the clinic date.
Ensure an audit trail in the patients’ notes is kept.
Responding to the requests of the Patient Access team regarding RTT18 queries and/ or input clinical outcomes for clinics.
Book appointments for patients for the services as required onto Patient Care.
Manage patient’s expectations when booking appointments and advising them of updates.
Monitor the patient pathways for all patients in the services make every effort to ensure all patients are offered an appointment within 6 weeks of referral.
Support the Service Co-ordinator with gathering monitoring data for the service as required.
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.
Attend statutory Trust training courses as necessary and access training ensuring continued professional development within the service.
Follow the QVH Trust’s guidelines on confidentiality.
Ensure a professional image of QVH and the service is maintained at all times.
Person specification
Qualifications
Essential criteria
- Secondary education to GCSE level including English and Maths
- NVQ level 3 in administration or equivalent experience or RSA level III or able to demonstrate equivalent skill
Experience
Essential criteria
- Significant experience in secretarial/administration, preferably in a medical setting
- Working in a multi-disciplinary team
- Aware of confidentiality and General Data Protection Regulations (GDPR)
Desirable criteria
- Knowledge and awareness of medical terminology
- Knowledge of NHS performance/targets
Skills
Essential criteria
- • Accurate audio typing • Typing speed of at least 60wpm Audio typing
- Proficient use of computers and software packages, including the knowledge of databases and spreadsheets
Attributes
Essential criteria
- Good command of English, both written and verbal, with good grammatical and spelling ability
- Attention to detail with high degree of personal organisation, prioritisation and self-management
- Demonstrate ability to work under pressure
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Michelle Maltby
- Job title
- Service Co Ordinator
- Email address
- [email protected]
- Telephone number
- 01324 414478
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