Admin Support/Support Secretary

Job overview

• 1.      The post holder will be responsible for providing support to the Service, ensuring provision of an efficient and effective administrative service.   This is a busy area with high throughput of work and staff are required to work efficiently as part of a team whilst maintaining courtesy, tact and diplomacy at all times. It will be necessary to work to deadlines and be adaptable to last minute changes.

Main duties of the job

• Provide support to the secretarial service including topping and tailing of letters
• Liaise with the Outpatient Department and Nursing team ensuring that outcomes from clinic letters are arranged and actioned as necessary.
• Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy.
• To implement secretarial procedures and use medical terminology.
• Be responsible for the distribution of internal and external post.
• Tracking in on receipt and out on despatch of medical records brought to the office.
• Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy.
• To provide audio typing support to the Orthopaedics service

• To cover for other members of the admin & clerical team in their absence
• Liaise and maintain close working relationships with other secretaries, clinicians and management to ensure a smooth and efficient service.
• Develop office and secretarial practices to continually improve service delivery.
• Adhere to Trust policies and procedures.  To participate in reviewing policies for own work area.
• Update and maintain databases as required.
• To assist as directed in the maintenance of the departmental waiting list (RTT).

• To provide administrative support to the consultants, registrars, Specialist Nurse and other members of the team
• To deal appropriately with telephone calls into the Department

Detailed job description and main responsibilities

• Provide support to the secretarial service including topping and tailing of letters
• Liaise with the Outpatient Department and Nursing team ensuring that outcomes from clinic letters are arranged and actioned as necessary.
• Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy.
• To implement secretarial procedures and use medical terminology.
• Be responsible for the distribution of internal and external post.
• Tracking in on receipt and out on despatch of medical records brought to the office.
• Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy.
• To provide audio typing support to the Orthopaedics service

• To cover for other members of the admin & clerical team in their absence
• Liaise and maintain close working relationships with other secretaries, clinicians and management to ensure a smooth and efficient service.
• Develop office and secretarial practices to continually improve service delivery.
• Adhere to Trust policies and procedures.  To participate in reviewing policies for own work area.
• Update and maintain databases as required.
• To assist as directed in the maintenance of the departmental waiting list (RTT).

• To provide administrative support to the consultants, registrars, Specialist Nurse and other members of the team
• To deal appropriately with telephone calls into the Department
• Prioritizing and actioning of incoming and outgoing mail, including e-mail, faxes, internal and external correspondence with the timely distribution of mail to the relevant place.
• Managing telephone calls, many of which will be of a sensitive nature from patients, relatives, members of the public, GP’s, healthcare professionals, and hospital departments all of which require a high level of patient confidentiality
• To assist in setting/cancelling clinics as well as checking systems to ensure clinics are running correctly
• Any other reasonable requests by the manager
• To provide admin assistance to service manager from time to time