JOB DESCRIPTION

Job Title: Secretary

Band: 3

Base: Oldham Integrated Care Centre

Responsible to: Team Leader

Responsible for:N/A

Hours: 37.5 per week

Contract Type: Permanent

Disclosure Required: Disclosure and Barring Service Check

Role Purpose

To be responsible for providing an administration and clerical support to the Clinicians and Managers

Principle Accountabilities

1) To undertake the audio or copy typing of medical consultations and correspondence, reports and minutes as required.

2) To provide an administration service to Clinicians in ensuring their clinic lists are up to date and patient notes, investigations and any diagnostic reports etc. are available for patient appointments and by liaising with outside agencies regarding the requesting of medical information.

3) To provide an accurate and timely response to internal and external enquiries to the service including those from clinicians, colleagues and patients either over the telephone or face to face.

4) To undertake efficient and effective clerical service including the booking of appointments ensuring that patient waits are kept to a minimum and effective use is made of clinic slots, filing, photocopying, scanning and faxing.

5) To ensure that risk is managed in all elements of work including the reporting of Critical Incidents, near misses and hazards in line with Pennine MSK Partnership policy and that appropriate actions are put into place where required.

6) To maintain the highest standards of communication, written and verbal, with patients and colleagues ensuring satisfactory and timely resolution of queries whilst upholding confidentiality in accordance with the Data Protection Act 1998

7) To demonstrate responsibility and leadership for promoting and championing all aspects of equal opportunities by valuing diversity in all areas of work.

8)To maintain accurate and contemporaneous records in line with Pennine MSK Partnership policy.

9) To take responsibility for ensuring and achieving the objectives of the Pennine MSK Partnership Health and Safety Policy.

10) To undertake any other duties in order to meet personal, team and organisational objectives following consultation with your Manager.

This job description does not attempt to describe all the tasks the post holder will undertake, it does, however, indicate the degree of authority, range of duties covered and the flexibility required for the job.

This job description may be amended in consultation with the post holder as developments evolve, and as part of the appraisal process.

Person Specification

Secretary

Band 3

Attributes / Criteria / Essential/
Desirable / Evidence
Education Standards & Level of Skills / 5 GCSE’s including English or equivalent
RSA III Word Processing skills or equivalent
Good knowledge of Databases, spreadsheets and Microsoft Word
Experience and knowledge of health care systems and processes within the NHS and understanding of medical terminology
Experience of using SystmOne, Lorenzo and Choose and Book / E
D
E
D
D / Application
Application
Application/Interview/ Assessment
Application/Interview
Application
Proven Ability / Experience of working on own initiative and as a team member
Ability to produce accurate work to tight deadlines under pressure
Experience of organising and prioritising a demanding workload under supervision
Experience of working within an efficient and effective administrative function
Ability to liaise effectively with other organisations such as hospitals, clinicians, diagnostic services and other health service providers
Awareness of Data Protection Act 1998 and preserving patient
confidentiality including the recording, safe storage and retrieval of patient information / E
E
E
E
E
E / Application/Interview
Application/ Assessment
Application
Application/ Assessment
Application/Interview
Application
Communication / Experience of using information technology for a range of different purposes
Ability to communicate effectively to develop and maintain constructive relationships with professionals from other services and organisations and share information appropriately / E
E / Application/ Assessment
Application/Interview
Service Improvement / Contribute to business objectives and action plans improving service delivery and customer experience
Demonstrate a commitment to Continuous Professional Development / E
E / Application
Application/Interview
Quality / Ability to work effectively within a team and meet team objectives
Ability to record information with a high degree of accuracy / E
E / Application/Interview
Application/Interview
Information Processing / Able to do Word Processing with accuracy and a minimum speed of 40 wpm
Ability to use electronic database to input and retrieve information
Ability to use Internet to download information / E
E
E / Application/Interview/ Assessment
Application
Application
Services and Project Management / Ability to manage a booking system using electronic systems
Ability to prepare lists for clinics and ensure all patient information is present or similar / E
D / Application/Interview
Interview