Total 6 Administrative / Clerical job vacancies in Swindon, SN1 2DQ

MEDICAL SECRETARY - 37.5 HOURS PER WEEK
1-YEAR FIXED TERM CONTRACT

We are seeking a Medical Secretary to join the Women's and Children's Administrative team.

To work as part of a team providing a full secretarial and administrative support service to the Division, clinical staff, and Safeguarding team within Women and Children’s Administration.

To facilitate the smooth running of the department and the service by acting as the main point of communication with patients and their families, GP’s and other health care staff.

“Our STAR values – Service, Teamwork, Ambition and Respect – are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.”

Work as part of a team providing a full secretarial service. This will include the following:
1. Prioritise workload according to service requirements and urgency; working on own
initiative and referring to the appropriate manager as required.
2. Using Microsoft Office IT packages and databases to provide efficient, high quality admin
services including audiotyping.
3. Type correspondence relating to other areas of the Consultants’ work.
4. Complete administrative tasks and typing relating to Oncology, including organising
appointments following MDT.
5. Ensure each patient who has an episode of care in the Department has all the relevant
details relating to his/her care – correspondence, diagnostic investigation reports etc. –
documented and filed appropriately in the notes, as soon as is practicable, upon
receipt/despatch.
6. Arrange appointments as necessary.


This advert closes on Tuesday 3 Dec 2024

Proud member of the Disability Confident employer scheme

Ensure that theatre lists are booked to full capacity two to six weeks ahead, maximising theatre time efficiency. Analyse and report any shortfalls to the responsible manager before problems escalate. Manage Theatre cancellations Please find attached a full job description and person specification

Work as part of a team providing a full secretarial service. This will include the following:1. Prioritise workload according to service requirements and urgency; working on owninitiative and referring to the appropriate manager as required.2. Using Microsoft Office IT packages and databases to provide efficient, high quality adminservices including audiotyping.3. Type correspondence relating to other areas of the Consultants work.4. Complete administrative tasks and typing relating to Oncology, including organisingappointments following MDT.5. Ensure each patient who has an episode of care in the Department has all the relevantdetails relating to his/her care correspondence, diagnostic investigation reports etc. documented and filed appropriately in the notes, as soon as is practicable, uponreceipt/despatch.6. Arrange appointments as necessary.

Elective Admissions Booking Clerk - Band 3
Full Time 37.5 hours per week

**Previous applicants need not apply**

We are looking for an enthusiastic Elective Admissions Clerk to join our team here at the Great Western Hospital.

You will provide a patient- focused, accurate and efficient surgical admissions service for elective patients, in line with Trust values and in accordance with the Elective Access, Booking and Choice of Date policy, working together with colleagues in other departments to provide the best service for patients, fully utilising all available pre-op and theatre sessions.

To deliver a specialty surgical booking service in accordance with key national and Trust-wide performance indicators, such as Referral To Treatment targets.
1. Communicate and negotiate with patients and relatives, on the telephone, in person and in writing, to make certain the surgery date is booked with patient agreement. Ensure patients and relatives understand information conveyed regarding surgical admission.
2. Meet weekly with Speciality Consultants to ensure cases and patients are booked to appropriate lists, whilst adhering to the Trust policy on Elective Access, Booking and Choice of Date and other guidelines and targets.
3. Understand and interpret Trust waiting list information, and utilise this to ensure that speciality operating lists are booked appropriately and in target timescales.
4. Monitor and update speciality wait list information as work progresses, and provide feedback to responsible manager.
5. Understand and utilise a good working knowledge of national Referral To Treatment (RTT) rules and Cancer waiting times. Maintain knowledge of local and regional variations, including Interventions Not Normally Funded (INNF) and Independent Sector outsourcing/transfer guidelines

Our STAR values – Service, Teamwork, Ambition and Respect – are a golden thread running through everything we do. These values serve as a guiding principle, driving us towards our vision of delivering great joined up services to our local community. Whether at home, in the community, or within the hospital, our goal is to empower individuals to lead independent and healthier lives.
• Service We will put our patients first
• Teamwork We will work together
• Ambition We will aspire to provide the best service
• Respect We will act with integrity
• Ensure that theatre lists are booked to full capacity two to six weeks ahead, maximising theatre time efficiency. Analyse and report any shortfalls to the responsible manager before problems escalate.
• Manage Theatre cancellations

Please find attached a full job description and person specification


This advert closes on Tuesday 3 Dec 2024

Proud member of the Disability Confident employer scheme

MAIN ROLE AND PURPOSE OF THE POST This role is within the Clinical Admin Team, who support all aspects of patient care across the company. The Admin Assistant is a developmental role. They will be expected to develop the skills necessary to work in all aspects of the admin team. Provide admin support to all clinical areas of the company. Be a first point of contact for patients. Assist patients to access the services that they need. SPECIFIC RESPONSIBILITIES The responsibilities described below are those of the clinical admin team. Access Answer the telephone as a priority and respond to the caller in an appropriate manner. Man the reception desk. Book appointment, signpost to other services and support patients care. Data Flow Action all incoming data received through electronic transfer, e-mail and post. Ensure that it is coded and reviewed by an appropriate clinician. Action outgoing data through electronic transfer, e-mail, sms message or post. Clinical Support Action tasks from the clinical team. Administer the recall system for patients with long term conditions. Monitor the uptake of all screening programmes and manage additional recalls as required. Apply clinical coding to patient records as appropriate. Update the Open Exeter system. Monitor the childhood immunisation status of all children and liaise with the Child Health Department as necessary. Maintain waiting lists of patients for specialist clinics and ensure that they are given appropriate appointments. Outgoing Information Ensure that referrals are processed in accordance with national timelines and liaise with the referral management centre as necessary. Audio type patient referrals and submit them through the E-Referral system. Deal with any referral queries from clinicians and patients. Assist patients where necessary to make outpatient appointments. Action requests for medical reports including liaising with patients to confirm consent is obtained and finance to confirm payment is received. Action Subject Access Requests in line with GDPR legislation. Patient records Action applications for registrations ensuring that patients provide all necessary information and are made aware of consent to share information and on-line access to records. Action the transfer of patient records, electronically and in hardcopy. Summarise hardcopy records to ensure the electronic record is complete. Ensure that SystmOne is reconciled to PCSE through GP Links. Return hardcopy records to PCSE for patients who are no longer registered. GENERAL RESPONSIBILITIES Confidentiality You shall comply with the General Data Protection Regulations when processing personal data for patients and staff. You must be aware of the Caldicott Principles as they affect your work. You can address any questions in relation to this to your line manager. Any data breaches should be reported immediately to the Data Protection Officer. All enquiries from the media must be referred to a Director. Health and Safety All employees have a statutory duty of care for the safety of themselves and others. Employees are required to report any hazards as soon as they are identified. All staff must contribute to the management of risk. This requires them to assess the risk in all situations, take of appropriate actions to mitigate any risks identified and report all hazards, incidents and near misses. All building occupied by staff are non-smoking environments. No-one may smoke or vape in the building. Staff who smoke or vape outside the buildings should cover their uniform. Flexibility Statement The content of this Job Description represents an outline of the post only and is therefore not a precise catalogue of duties and responsibilities. It is intended to be flexible and subject to amendment in the light of changing circumstances and following consultation with the post holder.

Job responsibilities Scanning documents Processing access to medical records requests from patients and external agencies and photocopying patient notes Secretarial cover for leave/sickness Childhood immunisations administration Summarising patient record Read coding from correspondence Updating website and social media Input data into patient healthcare records as necessary Manage all administrative queries Carry out system searches as requested Support all staff with general administrative tasks as requested To make use of information technology and to be involved in changing technology as it becomes available Take part in external and internal training courses and meetings as required