Job overview

The post holder will be responsible for the supervision and line management of a varied and efficient secretarial team who provide a typist and administration service to a specialist clinical team. The team consists of secretaries, administration staff and apprentices.

The post holder will also provide support to the delivery of the skin cancer pathway within the head and neck service. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinician.

The post holder will be responsible for ensuring that the resources within the team is used appropriately to provide a full service to the clinical team. Building relationships with clinical colleagues is a key part of this role to understand the service and work together to deliver a high standard of administration and secretarial support. 

The post holder will be responsible for the team achieving both the national and local targets related to typing and administration where relevant. 

The post holder will be required to work as part of a team with the speciality co-ordinator(s). Providing cross cover for annual leave and absences where necessary.

Main duties of the job

Line management/supervisory responsibility of non-clinical staff and responsibility for one clinician.

Identify and provide training, education and development of staff within the team.

Oversee the quality and accuracy of administration tasks and typing standards.

Minor budgetary responsibilities.

Creating a culture of positivity and collaborative working within the team.

Ensuring diversity and inequalities are understood and supported within the team environment.

Managing the pathway for patients referred in under the two-week wait ensuring they are monitored to minimise/avoid breach

Carrying out regular review and administrative validation of the clinician’s return outpatient wait list, supporting the delivery of new and follow up outpatient appointments with appropriate tracking being applied to patients. 

Supporting the achievement of Trust performance by ensuring administrative standards are met e.g. typing times, test results passed to clinician and any potential cancer wait time standard breaches are escalated to the clinician, or AGM/DGM to avoid breach.

Ensuring all clinic cancellations/alterations are dealt with efficiently and in line with the Trust’s 8 week annual/study leave policy.

Working for our organisation

An exciting opportunity has arisen in the Surgical Division for a Secretary Supervisor based in the Head & Neck Department.   The post will be based at Gloucestershire Royal Hospital..

We are looking for an enthusiastic and motivated individual who can manage the fluctuating demands of the Skin Cancer pathway within the Head & Neck department and the daily supervision of Band 3 Secretaries. We are looking for an individual who has experience and a proven track record of working as a Secretary preferably within a healthcare environment. Along with accurate audio-typing, good organisational skills and the ability to multi-task and work under pressure, we are looking to appoint an individual who is able to take a lead role and be responsible for the day to day training and supervision of other secretaries. We are looking for someone who will be proactive, and have the confidence within this role to troubleshoot any day to day issues or concerns as and when they arise. You must be confident in your ability to lead others, monitor and review workloads and productivity whilst still carrying out support for the delivery of our skin cancer pathway.