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Support Secretary - ENT/Maxillofacial

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University Hospitals Coventry and Warwickshire (UHCW) NHS Trust

16d ago

  • Job
    Full-time
    Junior, Mid & Senior Level
  • Coventry

AI generated summary

  • You must manage appointments, handle enquiries, maintain records, support staff, use IT systems, perform general office duties, and cover team absences effectively.
  • You will book appointments, manage inquiries, maintain records, perform office duties, support team members, and ensure accurate data entry in compliance with Trust guidelines.

Requirements

  • 1. Requirement for potential working over multiple sites, in the hospital setting, as well as out in the community.
  • 2. To book appointments appropriately, escalating issues as they arise.
  • 3. Receptionist duties, acting as the first point of contact, booking patients into clinic, dealing with routine enquiries, taking action as necessary liaising with others as appropriate.
  • 4. To ensure all routine and/or urgent enquiries are effectively and successfully resolved within a prompt timescale using own initiative or referring as appropriate and a proper record is maintained.
  • 5. To ensure wherever possible that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, liaising with department and Trust staff to maintain an efficient record system, prompt transcription and distribution of correspondence in compliance with local/national targets.
  • 6. To maintain accurate and up to date internal computer systems and to retrieve and generate information to assist in the effective organisation of all patients/customers in accordance with local and national policies and targets.
  • 7. To undertake general office duties such as; faxing, typing, photocopying and uploading/downloading information to/from external agencies efficiently and effectively. To review stationary levels and inform appropriate person when necessary.
  • 8. To maintain efficient office management system/procedures to enable the department/clinical team to optimise their customer/patient care by ensuring that the data entered onto the systems is accurate, complete and up-to-date, identifying issues and acting accordingly.
  • 9. Support new team members by demonstrating and explaining routine dept practices and procedures, undertaking appropriate training and development with new and existing staff ensuring standards of practice are maintained at all times.
  • 10. Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may include EPR, CRRS, CRIS, Ultra, Respond, IMPAC etc.
  • 11. To receive all incoming post, sorting and distributing it throughout the department.
  • 12. Provide appropriate cover in the absence of other members of the team.

Responsibilities

  • To book appointments appropriately, escalating issues as they arise
  • Receptionist duties, acting as the first point of contact, booking patients into clinic, dealing with routine enquiries, taking action as necessary liaising with others as appropriate
  • To ensure all routine and/or urgent enquiries are effectively and successfully resolved within a prompt timescale using own initiative or referring as appropriate and a proper record is maintained
  • To ensure wherever possible that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, liaising with department and Trust staff to maintain an efficient record system, prompt transcription and distribution of correspondence in compliance with local/national targets
  • To maintain accurate and up to date internal computer systems and to retrieve and generate information to assist in the effective organisation of all patients/customers in accordance with local and national policies and targets
  • To undertake general office duties such as; faxing, typing, photocopying and uploading/downloading information to/from external agencies efficiently and effectively
  • To maintain efficient office management system/procedures to enable the department/clinical team to optimise their customer/patient care by ensuring that the data entered onto the systems is accurate, complete and up-to-date, identifying issues and acting accordingly
  • Support new team members by demonstrating and explaining routine dept practices and procedures, undertaking appropriate training and development with new and existing staff ensuring standards of practice are maintained at all times
  • Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines
  • To receive all incoming post, sorting and distributing it throughout the department
  • Provide appropriate cover in the absence of other members of the team

FAQs

Is this position limited to a single site?

No, this position requires potential working over multiple sites, including both hospital settings and community locations.

What are the primary responsibilities of the Support Secretary?

The primary responsibilities include providing confidential administration and secretarial support, managing appointments, addressing enquiries, maintaining documentation, and performing general office duties.

Will I be required to handle patient interactions?

Yes, part of the role involves receptionist duties, acting as the first point of contact for patients, booking them into clinics, and dealing with routine enquiries.

What systems will I need to use in this role?

You will utilize relevant Trust IT systems, which may include EPR, CRRS, CRIS, Ultra, Respond, IMPAC, and others as determined by the role.

Is training provided for new staff?

Yes, support and training will be provided to new team members, including demonstrations and explanations of routine departmental practices and procedures.

What level of experience is required for this role?

The job description does not specify exact experience levels, but candidates should be proficient in administrative tasks and have a good understanding of office systems.

Are there opportunities for professional development?

Yes, the Trust offers a wide range of learning and development opportunities for all employees.

What is the approach of the Trust towards diversity and inclusion?

The Trust is committed to creating an environment that values diversity, promoting equality, and respecting the principles of fairness, respect, dignity, and autonomy for all individuals.

Can I apply for this position if I am not local?

Yes, as long as you are able and willing to work across multiple sites and meet the requirements of the role.

What is the application process for this job?

Interested candidates should apply as soon as possible, as the job advert will close once sufficient applications have been received.

University Hospitals Coventry and Warwickshire (UHCW) NHS Trust

Science & Healthcare
Industry
5001-10,000
Employees
1992
Founded Year

Mission & Purpose

University Hospitals Coventry and Warwickshire NHS Trust provides a broad spectrum of acute and specialized medical services in Coventry and Warwickshire. Their ultimate mission is to deliver high-quality, patient-centered care, focusing on improving health outcomes and ensuring the well-being of their community. Their purpose is to offer comprehensive and accessible healthcare, continually enhancing their services through dedication and innovation.