Neurology Secretary Supervisor, Band 4

Job overview

The post holder will be responsible for the supervision and line management of a varied and efficient secretarial team who provide a typist and administration service to a specialist clinical team.  The team consists of secretaries and administration staff.

The post holder will also provide an efficient, confidential and professional secretarial service to the Neurology consultants. This will include administration and secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinician.

The post holder will be responsible for ensuring that the resource within the team is used appropriately to provide a full service to the clinical team. Building relationships with clinical colleagues is a key part of this  role to understand the service and work together to deliver a high standard of administration and secretarial support.

The post holder will be responsible for the team achieving both the national and local targets related to typing  and administration where relevant.

Main duties of the job

Key Responsibilities

- Line management/supervisory responsibility of non-clinical staff and responsibility for one Clinician.

- Identify and provide training, education and development of staff within the team.

- Oversee the quality and accuracy of administration tasks and typing standards.

- Creating a culture of positivity and collaborative working within the team.

- Ensuring diversity and inequalities are understood and supported within the team environment.

- Carrying out regular review and administrative validation of the clinician’s return outpatient wait list

- Supporting the achievement of Trust performance by ensuring administrative standards are met e.g. typing times, test results passed to clinician and any potential 52 week breaches are escalated to the  clinician, secretarial supervisor or AGM/DGM to avoid breach.

- Ensuring all clinic cancellations/alterations are dealt with efficiently and in line with the Trust’s 8 week  annual/study leave policy.

Detailed job description and main responsibilities

- Maximising clinic capacity, ensuring all clinic appointments are used and highlighting capacity issues  to Waiting List Manager

- Co-ordinating the distribution of transcription throughout the secretarial team, ensuring all work is  equally distributed

- All work, clinic typing, patient communication and medical and/or legal reports are completed within  national and local target timeframes

- All work is to a high standard of accuracy

- Provide training for staff when targets and/or standards are not at the required levels

- Undertake transcription responsibilities when covering for team members during absences and/or annual leave

- Support the team when targets are not being met, this will include typing and administration duties

- Discuss transcription with new doctors on rotation, including induction to digital dictation systems and record storage

- Work with and resolve matters in relation to patients being booked via the central booking office

Please refer to the enclosed Job Description for an extensive list.