Total 7 job vacancies by NHS Jobs

This role is to provide a high-quality secretarial and administrative service to the Senior Management Team and manage the Practice Meeting Structure. This will include diary management, preparation and distribution of Agendas and associated papers and production of accurate notes/Minutes. In addition the post holder will carry out a range of administrative functions including management of the Practice website and social media accounts. The post holder will maintain effective working relationships at all levels within the Practice and liaise with other NHS Organisations as necessary. MAIN DUTIES To provide secretarial and admin support to the Senior Management Team including timely provision of information, diary management, and support in their day to day work. To deal with confidential and sensitive documents and information maintaining the strictest of confidentiality and discretion at all times. To assimilate, manage and communicate a wide range of information to Partners and Practice staff and Patient Groups. To Implement and manage the Practice schedule of meetings including scheduling meetings, invitation of attendees, preparation and distribution of agendas and papers. To attend meetings, take and transcribe accurate notes or minutes of meetings in a timely fashion, ensuring all follow-up action is taken To prepare correspondence, papers and reports as required. Maintain accurate and effective filing systems ensuring files and specific information can be easily retrieved. To Manage room bookings for meetings and other Practice Events To manage and update the Practice Website and other social media accounts To ensure waiting room information and display boards are maintained with accurate and up to date information To maintain the Practice Asset Register To process stationery and other orders on behalf of the Practice. To work as part of a wider multi-disciplinary team employing excellent interpersonal and communication skills To undertake specific assigned tasks or projects as requested by the Senior Managers To work independently on all aspects of the role, managing own workload and working autonomously whilst recognizing when it is appropriate to seek advice or assistance.

Transcription and production from winscribe of typewritten reports/correspondence, for the consultants team and visiting consultant team which may include outpatient reports, discharge summaries, and other relevant clinical and non-clinical correspondence. - Open and prioritise correspondence (which is often of a highly sensitive and confidential nature) on behalf of consultant/s ensuring that urgent correspondence receives prompt attention. In the consultant/s absence, Medical Secretary is responsible for ascertaining which correspondence requires referral to an appropriate clinician/nurse for urgent attention. - Retrieve and act upon correspondence received by e-mail. - Process case-notes of patients discharged from hospital; follow through ongoing care plans as indicated in notes. Allocate notes to relevant clinician for dictation, or ensure that any standard letters are completed as appropriate. Where standard letters have been generated at ward level, ascertain from case-notes whether any supplementary letter/action is required and deal with appropriately. Ensure that follow up appointments or referrals to other specialties are arranged where necessary. - Ensure that relevant investigation results received after patients discharge are communicated to GPs where appropriate, particularly where treatment may be required. - Ensure that discharge summaries and other time-sensitive information are dictated and typed within the designated time limits. - Ensure the correct closure of outpatient episodes have been completed, following consultant appointments with patients. - Receive, manage and prioritise telephone and personal enquires, complaints, messages and information from patients, relatives, General Practitioners, Consultants and other medical staff and external organisations on behalf of Consultant and clinical team. Deal with enquiries relating to the medical and social welfare of patients and relatives in a sensitive manner, referring to medical staff or other Healthcare Professionals where appropriate. When responding to enquires, ensure that relevant guidelines or protocols are followed. - Respond to enquiries from patients and Healthcare personnel as appropriate. Provide empathy and reassurance to patients where necessary. May be required to convey clinical/medical information to patients, medical, nursing, pharmacy or other healthcare staff, when instructed by, or with permission of Consultant. - Manage patient investigation results. Check all incoming laboratory/radiology results, ensuring that abnormal results are communicated promptly to appropriate Clinician. Ensure all reports are seen and signed by Clinician prior to filing in case-notes. Retrieve patient results from the ICE system, ensuring that results are available as soon as possible. Responsible for chasing up missing results. - Maintain systems for monitoring and retrieving outstanding investigations. May be required to instigate appropriate referrals to other disciplines in respect of specific abnormalities in line with Departmental protocols. - Undertake self-supervision and effective self-organisation in terms of: a) co-ordinating annual and other leave in co-operation with other secretaries, and with the approval of management; b) liaising with other secretaries to ensure fair distribution of work by mutual assistance; c) liaising with manager and other secretaries regarding any flexi-time arrangements within the office. - Establish and maintain efficient office systems, including filing systems for the clinical team and maintain a booking out and/or booking in system for case-notes using the hospital patient administration system. - Co-ordinate arrangements for urgent outpatient appointments/hospital admissions, domiciliary visits etc - liaising with wards, departments and other agencies as required. - Liaise with Admissions Department in respect of patients requiring hospital admission, ensuring that relevant information or instructions are communicated effectively. Ensure that all relevant investigations are available prior to admission and in particular that any problem with the potential to delay admission/surgery is brought to the urgent attention of the relevant clinician (may be necessary to liaise with or organise input of other Clinicians prior to admission (eg anaesthetic assessment) or to co-ordinate arrangements where procedures require multidisciplinary input). - Maintain confidentiality at all times, ensuring that information is only divulged to authorised sources and by appropriate means. - Provide administrative and secretarial support for Consultants non-clinical NHS obligation and commitments. - Provide essential cover for colleagues during periods of sickness, holiday absence, non-working days and home worker

Working with the Endoscopy Nurse Lead & Comms ensuring the ELHT Endoscopy external website is up to date. Manage the Endoscopy intranet i.e. OLI ensuring this is kept up to date with various documentation. Liaise with Nurse Endoscopists in relation to maintaining Patient Information leaflets and keeping accurate records of review dates. Use initiative to resolve problems, informing Manager of outcomes. To act as secretary to a number of meetings, preparation of agendas, collation of papers and distribution, taking minutes as requested and transcribing. Required to act on own initiative with regard to personnel issues and bring matters required to the attention of relevant Matrons/Managers. Archive all old records to ensure they are maintained as confidential data within the legal timescales. Provides advice and information to staff, colleagues relating to appointments and meetings. Understand the organisation structure of the Trust and have knowledge of own and other services in order to deal with enquiries. Please see the full job description for more details

Transcription and production from digital dictation of typewritten reports/correspondence, using word processing packages, for the medical teams, which may include outpatient reports, detailed discharge summaries, operation notes and other relevant clinical and non-clinical correspondence. This may include correspondence that is time-sensitive (such as complaints) ensuring information is dictated and typed within any designated time limits. Type medico-legal summaries, maintain medico-legal files and liaise with legal department in respect of medico-legal cases. Manage patient investigation results effectively including maintaining systems for monitoring and retrieving outstanding investigations and responsibility for chasing up missing/delayed results. Retrieve patient results from Cerner/ICE systems. Check any external incoming laboratory/radiology results, ensuring that abnormal results are communicated promptly to appropriate Clinician/Nurse. Will be required to instigate appropriate referrals to other disciplines in respect of specific abnormalities in line with Departmental protocols. If required ensure reports are seen and signed by Clinician/Nurse prior to filing in case-notes. Ensure that patient encounters are closed where appropriate following admin paperwork. Process patients discharged from hospital; where standard letters have been generated at ward level, ascertain from electronic patient records whether any supplementary letter/action is required and deal with appropriately. Ensure that follow up appointments or referrals to other specialties are arranged where necessary. Ensure that relevant investigation results received after patients discharge are communicated to GP where appropriate, particularly where treatment may be required. Input and extract data from electronic patient record system (Cerner) and other relevant software programmes, which may be Trust-wide or specialty-specific. Provide appropriate cover by operating a buddy system for colleagues during periods of absence to ensure effective cross-cover is maintained within the directorate. To be the primary contact for patients under designated consultants. To communicate effectively and professionally, giving reassurance, information or advice appropriately

Transcription and production, from digital dictation and audio-tape, of typewritten reports/correspondence, using word processing packages, for the medical teams, which may include outpatient reports, detailed discharge summaries, operation notes and other relevant clinical and non clinical correspondence. This may include correspondence that is time-sensitive (such as complaints) ensuring information is dictated and typed within any designated time limits. Type medico-legal summaries, maintain medico-legal files and liaise with legal department in respect of medico-legal cases Manage patient investigation results effectively including maintaining systems for monitoring and retrieving outstanding investigations and responsibility for chasing up missing/delayed results. Retrieve patient results from ICE/CRIS systems, ensuring that results are available as soon as possible Check all incoming laboratory/radiology results, ensuring that abnormal results are communicated promptly to appropriate Clinician. Will be required to instigate appropriate referrals to other disciplines in respect of specific abnormalities in line with Departmental protocols. Ensure all reports are seen and signed by Clinician prior to filing in case-notes. Ensure that pathways are closed where appropriate following discharge or paperwork or coded appropriate if not discharged. Process health records of patients discharged from hospital; where standard letters have been generated at ward level, ascertain from case-notes whether any supplementary letter/action is required and deal with appropriately. Ensure that follow up appointments or referrals to other specialties are arranged where necessary. Ensure that relevant investigation results received after patients discharge are communicated to GP where appropriate, particularly where treatment may be required. Input and extract data from patient administration system (PAS) and other relevant software programmes, which may be Trust-wide or specialty-specific (eg. Theatreman etc) Provide appropriate cover by operating a buddy system for colleagues during periods of absence to ensure effective cross-cover is maintained within the directorate. . To be the primary contact for patients under designated consultants. To communicate effectively and professionally, giving reassurance, information or advice appropriately

Represent the Alliance when dealing with representatives of outside agencies. Ensure all visitors are made to feel welcome and provided with refreshments. • Provide efficient and confidential support to the Senior Management Team • Screen telephone calls, enquiries, and requests by redirecting or taking forward as appropriate • Manage and maintain the CEO/Senior Management team diaries keeping bring forward folder with all relevant paperwork included for the weeks meetings. • Check with CEO/Senior Management team daily, either in person or via phone, if there is any support required. • Conduct weekly meetings with CEO to discuss upcoming events, meetings and troubleshooting problems and ensure CEO is fully briefed on all updates and ensure team is well prepared for the meetings • Keep and maintain an accurate record of papers, meetings, minutes on behalf of CEO and Senior Management team • Produce documents, briefing papers, reports and presentations using a range of office software. • Provide cover for team members when on leave • To provide support to the Senior Management team in project work, and in the running of key systems and procedures such as payroll, tax returns, accounts, and health & safety. • To be responsible for the promotion, monitoring and documentation of performance and quality standards within the GP Alliance, using IT and manual solutions under the direction of the Senior management. To become familiar with all relevant aspects of the clinical software system. • To undertake specific assigned tasks, project support, or development / change work which may arise from time to time. • The post-holder will need to become familiar with all national and local quality standards for primary care. • Arrange refreshments and catering for meetings as and when required • Attend meetings and take minutes. • Attend the ELA Board meeting held in the evening once a month • Oversee external cleaners to ensure the Offices are cleaned, • Ensure bins are emptied daily by updating the rota • Order stationery and keep a stock check • First point of contact for the ELA • Greet Visitors and keep a log of visitors to the ELA For further information please refer to the attached job description

Please see attached the job description and person specification for more information about this role.