Ophthalmology Admin and Support Typist

Job overview

We are looking for  Band 3 admin and support typist for our  Ophthalmology Team

Fulltime - Onsite Working

To work as part of a clerical team to support a defined team of Clinicians. Provide a comprehensive, confidential secretarial and administration support service to the Consultants, Medical staff, clinical team and department (thereafter called Clinical Teams) on a day-to-day basis.

This support should normally be provided during the core hours of 8am and 5pm. However, to ensure alignment with the Direct Clinical Care time of the Clinical Team for who they support, flexibility from core hours may be required and will be determined locally depending upon the needs of the service. Supervise and oversee the workload allocation of the administrative team when required.

Main duties of the job

We require a friendly, hardworking, enthusiastic person to work within the Ophthalmology Directorate as part of a clerical team.

To provide comprehensive, efficient and confidential secretarial and administration support for the specialities in Ophthalmology as well as helping support the Directorate with the typing demands.

The post holder will be required to work as part of the administration team and provide cross cover during periods of staff absence within the directorate as and when required. This support should be provided between the hours of 08:00 am to 17:00 unless otherwise specified at a local level.

To provide effective input into the work of the trust, to support the achievement of our vision and values

Detailed job description and main responsibilities

Provide a comprehensive supportive clinical secretarial service to the Medical Secretaries and the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.

Take direction from the Administration Manager and/or Medical Secretary Team to meet the administrative demands

Ensure all correspondence for the Clinical Team, including clinical letters, discharge summaries, medico-legal reports and results etc. are typed and dispatched promptly. The majority of the correspondence will be audio/digital dictation which is measured to a Trust turnaround target

Deal with telephone enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.

Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.

Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.

Support with communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries.

On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.

Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.

Liaise with other hospital departments, GPs and other health care agencies when required.

Assist and help colleagues when the need arises.

Demonstrate and supervise workplace activities to other members of the secretarial team as required maintaining a high standard of service to the Clinical Teams

Assist in the coordination of Clinical Teams’ diaries to ensure effective time management.

Attend meetings, as required (except Clinical Performance meetings) to ensure effective communication with all service users

Maximise the use of innovative IT systems.

Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.

Provide general administrative services as required by the department. Filing letters and reports in medical notes promptly and cross reference whenever necessary and general office filing. Photocopying, faxing and posting documentation. Receive and sort daily post, date stamp and distribute as appropriate. Liaise with other hospital departments, GPs and other healthcare agencies when required.