Support Secretary

Job overview

At present, University Hospitals of North Midlands is unable to offer visa sponsorship for Band 2 to Band 4 roles, as these positions do not meet the minimum salary and skill thresholds required under UK Visas and Immigration (UKVI) regulations.

The post holder is required to support in the delivery of a comprehensive administrative service to a speciality team. This will involve waiting list management for outpatients and inpatients for both the Paediatric Tongue Tie Service and the Paediatric Intensive Care Department in accordance with the Patient Access Policy.

As part of the administrative support structure, the post holder is responsible for adhering to the Trust’s Access Policy and Standard Operating Procedures along with local HR policies. UHNM has adopted a Lean based improvement methodology.. As a Support Secretary you will be expected to actively support the application of the “Improving Together” approach in delivering the outputs of your role.

Main duties of the job

The post holder will be responsible for the day to day running of the administration service along with the Co-Ordinator. They will have work delegated to them by the Operational Management and Co-ordinator and will be responsible for their own time management and ensure that they are correctly prioritising their workload. The post holder will need to be able to work well under pressure and concentrate in a busy work environment. The post holder will have contact with other members of the secretarial and administration teams within UHNM along with the clinical team members including specialist nurses and consultants and also with external organisations. The ability to communicate professionally and effectively with different members of the multidisciplinary team is essential. The post holder will be responsible for ensuring that accurate, typed, correspondence is sent to patients and other medical professionals within a timely manner and filed in the correct manner. Adhering to the Patient Access Policy, the post holder with ensure that clinic capacity is utilised by contacting patients to attend outpatient appointments or inpatient appointments and will also assist the Operational Management and Co-ordinator with Data Quality including reports and queries that relate to their workload. A large proportion of this role is computer based working. There may be occasions where the post holder will have to deliver patients medical notes to other clinical areas.

Detailed job description and main responsibilities

The post holder will be responsible for communicating appointment and admission related information to patients, parents and carers, taking phone call queries and liaising with the clinical team, typing clinic letters and correspondence as appropriate. The post holder will also log referrals and make/amend appointments and be responsible for sorting and distributing incoming/outgoing information in a timely manor. Application of the national rules and guidance is critical in relation to treating patients in a timely manner and chronologically, whether by clinical priority or terms of length of wait.