Support Secretary, Urology

Job overview

To manage the urology referrals and book in a timely manner within the national timeframe.

To assist secretaries with any other duties they need support with.

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

• To act as a waiting list co-ordinator managing all new referrals, booking them in a timely manner and within our NHS guidelines.
• To ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary.
• To support the secretaries in their roles, following guidelines from the team in accordance with Local and National policy and targets. This will require effective collaboration with: the Booking Centre and Patient Access team to ensure the waiting list is up-to- date and accurate at all times; Outpatient Access team and General Managers to monitor the utilisation and effectiveness of outpatient clinics, ensuring that established Patient Access Policy and procedures are adhered to.

Detailed job description and main responsibilities

• To maintain an efficient office management system/procedure to support the secretarial and admin team. This will require: timely communications with all relevant personnel, preparation of correspondence and reports; efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationery levels are maintained, processing orders as required and tracking patients through their pathway from initial referral to discharge.
• To support team members. This will require: demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times; providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required.
• Provide oversight to the Secretaries for associated administrative activities, such as patient bookings, appropriate documentation and typing, with local training.
• Use of hospital systems, including EPR and MModal, to effectively manage workload and RTT patient pathways.
• Liaise with patients over the phone for outpatient bookings providing feedback to the team for any urgent matters. Ensuring clear lines communication and correspondence in line with Trust policies and procedures.
• Responding to patient complaints and providing follow-up actions for any outcomes required to the PALS team and senior management.
• Will provide a key function in the booking of outpatient follow-up appointments and tracking the patient through the processes as part of managing a waiting list.
• Responsibility for typing of routine and urgent letters where appropriate, linking in with clinicians/secretaries for any queries and for following up on verification.
• Complete Trust Mandatory Training and keep up-to-date for all modules.
• Attend regular 1:1 meetings with Admin Manager for discussion over work activities, forward planning, training needs and opportunities, as well as welfare checks

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