Surgical Secretary, Band 3 - Colorectal Surgery

• Educated to GCSE grade C or above (or equivalent) in English & Maths
• IT experience of Microsoft Office packages
• IT capable to ensure proficient use of hospital computer systems
• An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
• Proven organisational skills with the ability to prioritise workload and ability to work to deadlines in line with Trust targets
• Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
• Good interpersonal skills for dealing with people internal and external to the organisation
• Ability to work flexibly within a team
• Ability to work quickly and accurately
• Ability to use own judgement and initiative as appropriate

• Providing a comprehensive secretarial support to a busy consultant surgeon whilst being the first point of call for patients, GPs, family members and other professional colleagues and organisations.
• Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Secretarial Supervisor.
• Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc, to ensure that RTT guidelines are achieved for patients.
• Overseeing and managing elective waiting lists for inpatient and outpatient care alongside the utilisation of theatre lists.
• Checking of clinic outcomes to ensure accuracy
• To work with the Central Booking Office to ensure that clinics are utilised to capacity.

• Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
• Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor.
• Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.
• Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals etc

• Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.
• Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
• As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.

• To work cohesively with colleagues to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
• To cover colleagues during absences/annual/sick leave as directed by lead management. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.

Essential

• GCSE English and Maths at Grade C or above, or equivalent

Desirable

• Typewriting / word processing RSA Level 3 or equivalent practical experience

Essential

• Previous experience of dealing with members of the public
• Experience of using own initiative, prioritising workload and utilising organisational skills

Desirable

• Previous experience working in a busy office
• Previous medical secretary/ hospital/ NHS service experience
• Experience of data entry, maintaining databases and data validation of electronic records

Essential

• Excellent verbal skills and good command and understanding of English, punctuation and grammar
• Proven organisational skills
• Effective, fast and accurate keyboard skills
• Good computer skills with working knowledge of Microsoft Office including Word, Excel, Outlook/Diary management
• Excellent and accurate attention to detail