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Secretary/Administrative Assistant (MSK CATS)

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Wrightington, Wigan and Leigh NHS Foundation Trust

Sep 21

  • Job
    Full-time
    Junior & Mid Level
  • People, HR & Administration
    Healthcare

AI generated summary

  • You must travel independently, possess strong communication and organizational skills, have RSA Level 2 typing, knowledge of medical terminology, and experience with SystmOne and Microsoft Office.
  • You will manage correspondence, assist patients, input data, schedule appointments, take minutes, maintain records, order supplies, and support effective communication within the team.

Requirements

  • You must be able to travel across the Trust independently.
  • Good communication skills are required.
  • You must have excellent organisational skills, sound computer skills and RSA Level 2 typing and word processing (or equivalent) qualifications/skills.
  • Experience of using The BigHand audiotyping software or other audiotyping software is desirable.
  • Knowledge of medical terminology and experience of working in a clinical environment is essential.
  • A working understanding of SystmOne, eReferrals / Choose & Book and occasionally HIS would be an advantage.
  • To be able to access and navigate eReferrals / Choose & Book and the Patient Administration System (PAS).
  • To be able to use Microsoft Office Suite to carry out administrative duties to a high standard.
  • Knowledge of medical terminology systems.
  • To comply with the organisational and departmental policies and procedures.
  • To maintain own professional development by keeping abreast of any new trends and developments and incorporate them as necessary into your work.
  • Ensure compliance with the Mandatory Training Policy in accordance with Trust Policy.
  • Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfill a proactive role towards the management of risk in all of their actions.

Responsibilities

  • To provide a comprehensive secretarial and confidential service to the Team Leader and MSK CATS Department including management of correspondence, typing of reports, letters, etc.
  • To carry out general reception duties, including checking in patients, answering the telephone, ordering ambulances, arranging interpreter services, legal administrative duties / invoices and dealing with routine enquiries, etc.
  • To be responsible for the registration and referring of patient details, including data collection and inputting onto SystmOne.
  • To be able to access and navigate eReferrals / Choose & Book and the Patient Administration System (PAS).
  • To take delegated responsibility for the allocation of MSK CATS appointments for patients referred to the MSK CATS service.
  • To attend relevant meetings and be responsible for the taking and producing of minutes accurately, efficiently and to distribute appropriately.
  • To accurately and efficiently input patient data into the service-wide shared database for Squirrel Archives Storage System for MSK CATS records.
  • To be responsible for the setting up of patient information databases alongside therapists and to ensure accurate input of data to be used in the development of the MSK CATS Service.
  • To be able to use Microsoft Office Suite to carry out administrative duties to a high standard.
  • To undertake any other duties that might be considered appropriate by the Clinical Services Manager.
  • Using the spoken and written word and being sensitive to those who are vulnerable or do not have English as their first language.
  • Assisting in the establishment of communication systems with all staff, patients and relatives to promote understanding and good will.
  • Maintaining accurate, timely and legible records.
  • To influence and prioritise the development of knowledge, ideas and work practice in self and others.
  • To encourage others to seek advice and solutions to problems.
  • Communicate in a manner that is consistent with legislation, policies and procedures.
  • Maintaining consistency within standards of patient care.
  • To be responsible for maintaining an adequate level of stationery, stock, non-stock requisition items and uniforms for the department / staff using SBS.
  • Promote effective utilisation of resources
  • To be actively involved in the recruitment and selection of lower grade staff.
  • To participate in the staff appraisal scheme and fulfil appropriate dimensions as identified.
  • To comply with the organisational and departmental policies and procedures.
  • To maintain own professional development by keeping abreast of any new trends and developments and incorporate them as necessary into your work.
  • To be actively involved in the collection of annual and sick leave data and statistics for the use of the MSK CATS Department.
  • Ensure compliance with the Mandatory Training Policy in accordance with Trust Policy.
  • Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions.
  • This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

FAQs

What are the working hours for this position?

The working hours for this position are 37.5 hours per week, Monday to Friday.

Where will the role be primarily based?

The role will be predominantly based at Boston House Health Centre, with possible requirements to work in community settings across the Wigan and Leigh borough.

Is travel required for this position?

Yes, the post holder must be able to travel independently across the Trust.

Will the position involve contact with patients?

Yes, this post involves face-to-face contact with patients and families in a community setting.

What is the risk regarding COVID-19 in this role?

There is a possibility that the post holder may come into contact with people who have COVID-19, but the Trust provides PPE and takes measures to minimize risk.

What qualifications are required for this role?

Candidates must have RSA Level 2 typing and word processing (or equivalent) qualifications/skills, as well as excellent organizational and computer skills.

Is experience in a clinical environment necessary?

Yes, experience of working in a clinical environment and knowledge of medical terminology are essential for this role.

What software tools will be used in this position?

The role will involve using The BigHand audiotyping software, SystmOne, eReferrals / Choose & Book, and occasionally HIS.

Are there reception duties involved?

Yes, the role includes general reception duties such as checking in patients and answering the telephone.

Will I need to take minutes at meetings?

Yes, the post holder will be responsible for taking and producing minutes at relevant meetings.

Is there a requirement for compliance with mandatory training?

Yes, compliance with the Mandatory Training Policy in accordance with Trust Policy is required.

How can I ensure I maintain my professional development in this role?

You are expected to keep abreast of new trends and developments in your field and incorporate them into your work.

Will I have responsibilities related to finance and stock management?

Yes, you will be responsible for maintaining an adequate level of stationery, stock, and requisition items for the department.

What is the organizational culture at Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust?

The organization values staff, believing that ‘happy staff, makes for happy patients’ and has a focus on staff engagement and patient-centered care.

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Wrightington, Wigan and Leigh NHS Foundation Trust

Providing high quality NHS healthcare for our patients across the Wigan Borough.

Science & Healthcare
Industry
5001-10,000
Employees
2002
Founded Year

Mission & Purpose

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust provides a range of healthcare services, including acute and elective care, to the communities in Wigan and surrounding areas. Their mission focuses on delivering high-quality patient care and ensuring patient safety, with an emphasis on teaching and research to advance medical practice. The Trust aims to improve health outcomes, enhance patient experience, and foster a culture of continuous learning and innovation within the healthcare system.