Support Secretary, Trauma and Orthopaedics

Job overview

T&O have 2 x vacancies for two part time support secretaries whose role is pivotal in the department ensuring trauma clinic letters are transcribed in a timely fashion on the day of the clinic. The transcribing of these clinics is the main responsibility of the post holder. The post holder will be based at UHCW preferably Mon-Fri mornings. Candidates need to have excellent accurate keyboard skills and attention to detail and the ability to remain calm under pressure is essential.

Please be advised that 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

You'll need:

• Administration skills
• To be thorough and pay attention to detail
• The ability to work well with others
• The ability to use your initiative
• Excellent knowledge of English language

Your day-to-day duties may include:

• Transcribing dictations
• Answering the telephone and making calls
• Using office equipment like photocopiers
• dealing with emails
• Filing documents
• Making appointments

Detailed job description and main responsibilities

• To ensure all routine and/or urgent enquiries are effectively and successfully resolved within a prompt timescale using own initiative or referring as appropriate and a proper record is maintained.
• To ensure wherever possible that all documentation is up to date, in an orderly fashion and available whenever decisions are being made, liaising with department and Trust staff to maintain an efficient record system, prompt transcription and distribution of correspondence in compliance with local/national targets.
• To maintain accurate and up to date internal computer systems and to retrieve and generate information to assist in the effective organisation of all patients/customers in accordance with local and national policies and targets.
• To undertake general office duties such as; typing, photocopying, printing and uploading/downloading information to/from external agencies efficiently and effectively. To review stationary levels and inform appropriate person when necessary.
• To maintain efficient office management system/procedures to enable the department/clinical team to optimise their customer/patient care by ensuring that the data entered onto the systems is accurate, complete and up to date, identifying issues and acting accordingly.
• Support new team members by demonstrating and explaining routine dept practices and procedures, undertaking appropriate training and development with new and existing staff ensuring standards of practice are maintained at all times.
• Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may include Electronic Patient Records (EPR), CRRS, Mmodal and Insite.
• To receive all incoming post, sorting and distributing it throughout the department.
• Provide appropriate cover in the absence of other members of the team.

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

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.