Support Secretary inPlymouth inPlymouth PUBLISHED
THU 24 OCT 2024
The position demands strong organisational skills, the ability to handle sensitive information with confidentiality, and a proactive approach to improving service quality. Frequent interaction with distressed individuals may occur, necessitating a compassionate demeanor. Candidates must be prepared for a dynamic and potentially high-pressure work environment while effectively collaborating with clinical and administrative colleagues within the Trust.
To support the medical secretaries in providing an efficient and timely secretarial and administrative service.
Provide secretarial and clerical support to the consultant and medical staff as required.
Monitor and inform medical secretaries of stationary needs.
Take appropriate action with regards to telephone calls from patients, GP's and other agencies using initiative, some of which require analysis, and guidance from the medical secretaries, where needed.
To trace notes (within the Trust and outside Trusts) efficiently or to trace them back to Bush Park in the appropriate manner.
To arrange for copies of clinic letters to be forwarded to Surgeries or departments in an orderly and efficient manner.
***Please note that applications from temporary workers who have been engaged with the Trust for a minimum of 3 months are welcome.
Available as a fixed term contract or secondment opportunity. (With current line manager's agreement). ***
Frequent requirement for concentration where the work pattern is not predictable i.e. when transcribing dictation and rearranging body of text, punctuation and grammar, especially with strongly accented dictation and to understand the context in order to do this.
Maintain an efficient filing system for easy retrieval of documents.
Required to cover the medical secretaries during annual leave/sickness and adapt to their work place and individual differential layouts.
To undertake typing in a timely manner.
To maintain confidentiality at all times and adhere to other Trust policies and procedures and implement any changes to the daily routine.
Proactively support and enhance the continual quality initiative ensuring a "quality first" approach to all aspects of work.
To provide non-clinical advice to patients and relatives regarding admission and appointment details.
Prioritise own workload meeting requirements of medical secretaries including typing clinics, nurses work and x-rays.
Liaise; report, document and present data collected using appropriate computer software to achieve effective results.
About us
Sorting and dealing with all correspondence i.e. internal/external post including faxes. Emails and results and filing system.
To provide support in respect of the medical secretaries and clinical team.
To assist in the training/mentoring of new support secretaries.
Regular exposure to distressing/emotional circumstances i.e. typing letter of distressing nature, dealing with distressed patients over the telephone.
To maintain on orderly office, this can readily be taken over by colleagues/locum where necessary.
To collect hospital notes and clinics from Main Outpatients and other departments.
To assist in monitoring shared mailboxes.
Build and sustain effective communications with other roles involved in the health community as required to ensure good team working and collaborative working practices in particular.
Liaise with nursing, clerical and clinical staff.
Requirement to exert physical effort when dealing with vast quantities of notes.
Sitting in a restricted position for long periods of time and working in cramped conditions.
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