Anaesthetic Secretary

Torbay and South Devon NHS Foundation Trust

Aug 4

Applications are closed

Job
Full-time
Mid & Senior Level
Plymouth

Requirements

- Proven admin experience
- Willing to audio type
- Able to provide excellent communication skills
- Experience of using Microsoft applications advantageous
- Proven relevant experience of working in a similar role
- Good communicator
- Able to work independently and as part of a team
- Support the College Tutor with Junior Doctors and all associated admin tasks
- Support the Medical Student Lead and undertake all associated admin tasks
- Type clinical and non-clinical correspondence and report
- Process leave on CLW Rota
- Undertake in-house course administration where admin support is requested
- Use IT systems to transfer medical records and input clinical letters
- Undertake a variety of office duties
- Comply with the Trust’s Patient Access Policy and SOPs
- File results/reports/correspondence in case notes
- Escalate anomalies or concerns to Admin Team Leader
- Answer telephone enquiries efficiently
- Identify areas for service improvement
- Order and maintain adequate stationery supplies
- Provide cover for other members of the secretarial and administration team
- Liaise with medical staff and other departments
- Trace medical case notes
- Prioritize workload
- Ensure mandatory training is up to date
- Put patients at the heart of the service
- Type clinical and non-clinical correspondence and reports
- File results/reports/correspondence in case notes
- Monitor and deal with emails, filing, photocopying, etc.
- Trace patient files accurately
- Contribute to policy and process development
- Support continuous quality improvement
- Comply with the trust’s Patient Access Policy and SOPs
- Ensure Trust policies and procedures are adhered to
- Ensure computer equipment is in good working order
- Order supplies for the photocopier
- Provide cover for medical secretaries and other team members as required
- Complete relevant training for using Trust IT systems
- Use Trust IT systems to maintain patient records.

Responsibilities

- To support the College Tutor with Junior Doctors and all associated admin tasks
- To support the Medical Student Lead and undertake all associated admin tasks
- To type clinical and non-clinical correspondence and reports
- To process leave on CLW Rota to include the allocation of allowance for Consultants and Trainees
- To undertake any in-house course administration where admin support is requested
- To use the relevant IT systems to transfer medical records, input clinical letters as required
- To undertake a variety of office duties
- To comply with the Trust’s Patient Access Policy and Standard Operating Procedures
- To ensure that all results/reports/ correspondence are filed in the case notes in line with Health Records standards
- Escalate to the Admin Team Leader any anomalies or concerns
- To answer telephone enquiries in an efficient manner
- To identify areas for service improvement and support implementation
- To order and maintain adequate stationery supplies
- To provide cover for the other members of the secretarial and administration team, as required
- Assist with telephone enquiries in a courteous and helpful manner
- Liaising with medical staff and other departments as necessary
- Tracing Medical case notes
- To communicate closely with all grades of clinical and administrative staff, along with other employees within the Trust and liaise with patients, GP’s, and other external agencies
- To communicate effectively in writing and verbally on a daily basis
- To prioritize workloads
- Ensure mandatory training is kept up to date
- Ensure patients are put at the heart of the service
- To type clinical and non-clinical correspondence and reports in accordance with local targets
- To ensure results/reports/correspondence are filed in case notes in line with Health Records Standards
- To undertake a variety of office duties, such as monitoring and dealing with emails received via shared email accounts, filing, opening and distributing post, photocopying, moving, and lifting of patient notes to ensure the efficient and effective support to the department
- Ensuring patient files are traced accurately
- Any other appropriate duties/tasks as requested by management
- To contribute to the development of policy and processes as required
- To support continuous quality improvement and identify areas for service improvement and support implementation
- To comply with the Trust’s Patient Access Policy and Standard Operating Procedures
- To support the delivery of agreed service outcomes
- To ensure Trust policies and procedures are adhered to
- To ensure computer equipment is in good working order
- To order supplies for the photocopier as requested
- To make Team Leader aware of any damage to any equipment within the Department
- Ensure relevant training is completed in order to use Trust IT computer systems
- To use the relevant Trust IT computer systems to maintain patient records
- To provide cover for the medical secretaries and other members of the secretarial and administration team as required

FAQs

What are the working hours for the Anaesthetic Secretary position?

The position is for 21 hours per week, with the option to work either 9am to 2:15pm Monday to Thursday or 9am to 4:30pm Monday, Tuesday, and Wednesday, depending on the candidate's preference.

Is this a permanent position?

No, this is a fixed-term position to cover maternity leave.

What qualifications or experience are necessary for this role?

We are looking for someone with proven administrative experience, particularly in a similar role, who is willing to undertake audio typing and has excellent communication skills.

Will training be provided for this role?

Yes, we will provide training for each area of work, including an overview of our unique CLW rota system.

Is experience with Microsoft applications required for this role?

While not strictly required, experience with Microsoft applications would be advantageous.

Will I be expected to communicate with medical staff and patients?

Yes, effective communication with all grades of clinical and administrative staff, as well as patients and external agencies, is a crucial part of this role.

What type of tasks will I be responsible for in this role?

Responsibilities include typing clinical and non-clinical correspondence, processing leave on the CLW Rota, undertaking various office duties, and supporting the College Tutor with Junior Doctors and the Medical Student Lead.

Is there a need to work under pressure in this role?

Yes, the Anaesthetic Department is busy, and it is imperative that team members can work well under pressure and prioritize their workload effectively.

Do I need to have knowledge of the Trust’s Patient Access Policy?

Yes, you will need to comply with the Trust’s Patient Access Policy and Standard Operating Procedures as part of your duties.

Will I need to manage any financial resources for this role?

No, there are no responsibilities for line management of staff or budget control in this position; however, you will need to ensure supplies and equipment are in order.

How important is teamwork in this position?

Teamwork is essential, as the secretarial team plays a key role in ensuring that the department runs smoothly and efficiently, while also being able to work independently.

What is the application process for this role?

Interested candidates should apply through the specified application method listed in the job posting. Further details may be provided upon application.

Can I expect any opportunities for career progression in this role?

Yes, this role is a great training opportunity, which can help in progressing your career in the medical administration field.

What qualities are you looking for in a candidate?

We are looking for candidates with strong communication skills, the ability to work independently and as part of a team, and those who can prioritize their workload effectively.

Torbay and South Devon NHS Foundation Trust

Better health and care for all

Science & Healthcare

Industry

5001-10,000

Employees

1948

Founded Year

Mission & Purpose

Torbay and South Devon NHS Foundation Trust is a healthcare organisation in the UK that provides a wide range of medical and community services. This includes hospital care, community health services, adult social care, and mental health support across Torbay and South Devon. The Trust's mission is to deliver high-quality, compassionate care, ensuring patients and their families receive seamless, integrated support. Their purpose is to improve the health and well-being of the local community by offering personalised, patient-centred care.