Support Secretary, Dermatology

Job overview

An exciting opportunity has arisen for a competent, dynamic and forward-thinking support secretary with previous experience in a similar setting to join one of the busiest outpatient specialities in the Trust.

We have clinical activity at University Hospital Coventry, George Eliot Hospital, Nuneaton, the Hospital of St Cross at Rugby and the City of Coventry Healthcare Centre.  This post will be based at George Eliot Hospital in Nuneaton.  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 existing team.

Please be advised sponsorship is not eligible for this post.

Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.

Main duties of the job

Duties will include typing of correspondence and documents, dealing with multiple and varied enquiries on the telephone and via email from patients and clinical staff, booking outpatient appointments and surgery, dealing with patients' records and other general office administration duties to support the administration manager, medical secretaries and the clinical team.

Dermatology is an extremely busy and fast-paced specialty and there will always be something important to do or a deadline to meet or something new to learn, but it is also a friendly and supportive place to work where everyone is part of a dedicated and committed team.

You should be able to integrate well with the existing team and have a genuine desire to provide a quality service to our patients.

Candidates should be articulate, capable of undertaking a demanding workload and must be able to demonstrate a significant level of initiative.  You must be able to demonstrate excellent communication and interpersonal skills, the ability to prioritise your tasks and be able to work with little or no supervision. You should be able to integrate well with the existing team and have a genuine desire to provide a quality service to all patients.

Detailed job description and main responsibilities

Main duties include providing a comprehensive admin service to the Dermatology Department.  The service requirements include ensuring that all of the relevant appointments are booked following Trust policy. Relevant paperwork is correct and up to date, E-referrals, outpatient waiting list, typing, diary management, clinic management and dealing with patient queries.

• To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary.  This will require: Effective collaboration with all relevant personnel to maintain an efficient administrative system; building good working relationships with appropriate internal and external Departments, planning and monitoring activity levels to ensure optimum use of staff resources, reporting related issues to the Group Manager-manipulation and distribution of appropriate correspondence.
• To assist with the implementation and maintenance of an efficient office management system/procedures to enable the Group to optimise its patient care services. This will require: Effective time management; arranging and preparation of correspondence and reports; establishing and maintaining efficient manual and electronic correspondence and documentation management systems.
• To support Team members. This will require:  Undertaking appropriate staff training and development as required; providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required. To undertake any other reasonable duties as requested.

For further details of the role please see the attached job description.