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Detailed job description and main responsibilities

Main responsibilities

• To ensure post addressed to the consultant / clinical team is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail.
• Act as a focal point for the clinical team. Provide a friendly and professional service, deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with GP’s, other hospitals, patients, internal medical/non-medical staff and medical/non-medical external staff by a variety of means i.e. face to face/phone/e-mail/letter on a daily basis.
• Ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of Trust and service specific key performance indicators.
• Frequently receive and respond appropriately to telephone and personal enquiries from patients, relatives, GP’s, other consultants and external bodies, referring enquiries to the consultants/clinical teams where necessary. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate.
• Arrange investigations and follow up work and ensure that all results are presented to medical staff and subsequently filed into the patients’ medical record.
• Accurately record all paper/computerised patient records, updating and amending information in a timely manner and within standard operating procedures.
• Undertake routine or ad hoc data validation as required.
• Undertake typing of medical correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include clinic letters, medico-legal reports and other administrative work.
• Process and action any “direct instructions” including checking appointments/review lists/investigations/diagnostic tests/interpreters have been booked as required.
• Keep appropriate statistical records/information as and when required for the clinical team for audit purposes. Provision of statistical returns required at regular intervals. This will involve entering statistical data onto databases.
• To be responsible for ensuring copies of correspondence are stored in the patients record in accordance with standard operating procedures.
• To attend meetings and committees to provide secretarial support by taking meetings and arranging meetings as and when required. This could include support to Consultants with research articles, preparation of teaching materials, etc.
• To be responsible for the preparation of discharge summaries in a timely manner in accordance with the locally agreed standards.

Information and PAS  

• Book reviews on to RMTL or TAU in a timely manner ensuring interpreters have been booked as required.
• Understand the 18- week RTT process and knowledge of the Trust’s Patient access policy and adhere to these guidelines.
• Accurately informing patients / clinicians of outcomes and information to influence the effective service delivery for all patients.

General

• To carry out general administration duties and provide clerical assistance as required.
• To support the induction and training of new staff within the secretarial service.
• To allocate work to support/relief staff.
• To order and take receipt of general office stationary and equipment and to organise equipment repairs.

Inclusive Recruitment & Selection

We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.

We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: [email protected]

We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Children’s being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at [email protected]

Trust Values

 The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:

• Compassion – leading by kindness and showing empathy, understanding and respect
• Accountability – striving to do the right thing and owning responsibility
• Respect – value differences, tackling inequality and fostering a culture of inclusion
• Excellence – delivering a high-quality standard of care