Job summary
- Main area
- Family Services & Surgery
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 21 hours per week
- Job ref
- 405-24-MSS217GE
- Employer
- Dorset County Hospital NHS Foundation Trust
- Employer type
- NHS
- Site
- Dorset County Hospital
- Town
- Dorchester
- Salary
- £22,816 - £24,336 Pro Rata Per Annum
- Salary period
- Yearly
- Closing
- 12/05/2024 23:59
Employer heading
Medical Support Secretary
NHS AfC: Band 3
Outstanding Care, Outstanding Careers
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Job overview
To provide comprehensive secretarial and administrative support to the IBD team in order to facilitate the smooth, efficient and effective running of all elements of the service.
To act as the secretarial function to the IBD Team who provide professional advice & support to patients with IBD The role will be a key support to the team administrator and some responsibilities of the administrator will occasionally be delegated to the post holder
Main duties of the job
Communicate tactfully and politely over the telephone or face-to-face, with patients, their family/carers, other health professionals or administrative staff, external bodies, to deal efficiently and effectively with queries and concerns
To pass on information in an effective and efficient way, particularly when taking clinical queries over the telephone, either from patients or other health professionals.
Use audio dictation to type clinic letters and other correspondence in a timely way, whilst being mindful of typing turnaround times, having a high standard of accuracy and presentation, thereby ensuring an accurate clinical record.
Make adjustments / cancellations to clinics on request to facilitate operational efficiency.
In line with standard operating procedures: deal with incoming mail; cash up clinics; make appointments; update the Patient Tracking List (PTL); accept telephone calls for the clinical team; chase Electronic Discharge Summaries (EDS) and results; add patients to waiting list; forward referrals to other clinical teams/services.
Working for our organisation
Dorset County Hospital is a small and friendly district general hospital based in the county town of the beautiful county of Dorset.
The Gastroenterology department forms a crucial part of the clinical activity of the trust, providing service to the population of central and West Dorset. You will be part of a friendly team, comprising Doctors, Nurses and management support.
Detailed job description and main responsibilities
Please refer to the attached detailed job description. The key result areas are:
To act as a primary point of contact for IBD patients contacting the helpline & IBD email service
To provide sound & informed advice for all non- clinical queries in a professional & considerate manner
To triage patients contacting these resources appropriately, gathering the information required to assist the nursing team in prioritising patient need
To ensure patients are booked appointments with an appropriate member of the team in a timeframe concurrent with their need
To provide a consistent, professional & reliable service accessible to all IBD patients
To signpost patients to support services & resources that will aid self-management of their IBD
To use tact and diplomacy when dealing with sensitive issues, using discretion and maintaining confidentiality at all times.
The post-holder will work closely with the all team members ensuring the delivery of a high quality service. This will require the utilisation of good secretarial, administrative, communication and interpersonal skills. The post holder will work under the supervision of the administrator and the wider clinical team.
Person specification
Education and qualifications
Essential criteria
- Educated to GCSE level or equivalent including English at Grade C/4
- RSA stage III in word processing or equivalent
Desirable criteria
- Evidence of training in NHS administrative systems
Knowledge and Experience
Essential criteria
- Experience of working with computer systems including Microsoft office packages
Desirable criteria
- Experience of working within the NHS
- Experience of working with NHS data systems
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
- Sarah Bridle
- Job title
- Business Manager
- Email address
- [email protected]
- Telephone number
- 01305 253789
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