Total 21 Administrative / Clerical job vacancies in Gillingham, ME8 0PZ

Check and Call Porter (replacement of cylinders, specimen collection) Maintain Clean environment daily Update of relevant boards Check and call planned ward attenders (for times. Covid status etc) Update Fire register Check & Print Name bands Collect Family & Friends Audit from Patients Trolley Notes Filing Any other duties as directed by Line Manager, Senior Nurse and management team

Admitting, discharging and transferring patients onto Bed Management System. Reviewing EDNS (as required) and ensuring patients personal details are up-to date and correctly entered onto the OASIS/PAS System. Inputting and amending Tele tracking for Nursing Staff Receiving and auditing patients case-notes and ensuring notes available for ward rounds. Preparation of trolley, notes, forms, x-rays in readiness for Ward rounds. Collecting Patients case-notes from the Health Records Department, Transit area Collection of Ethnic and Religious Data and inputting information onto OASIS System Acting as Stage One Officer to determine overseas patients liability for treatment charges and informing the Overseas Officer Filing, updating and maintenance of patients' records, ensuring Patient Front sheet contains correct details Keeping daily records of any pathology requests as requested, checking forms are correctly completed. Delivery of specimens to Pathology Laboratory if urgently required Delivery of Prescriptions Forms to Pharmacy and collection of drugs as appropriate Assisting Nursing staff with processing of patients property and valuables in accordance with policy and procedures and arranging for property to be taken into General Office for safe custody Liaising with General Office regarding patients pensions/benefits Arranging appointments for Outpatient clinics as directed Preparing of patients EDNs and admittance notification for GPs for completion by medical staff Arranging completion and issue of medical certificates for sickness benefits purposes Arranging ambulance transportation where authorised Ordering and maintaining ward stationery and supplies Completion of routine maintenance requests for forwarding to Estates Department Receiving telephone calls, taking and relaying messages and referring calls as appropriate Assisting Audit team, rehabilitation nurse and practice development nurse with administration duties. Answering patients and relatives general enquiries and assisting them with any problems throughout their stay Delivery of notes, urgent requests, post, letters etc to other departments within the Hospital. Delivery of post, etc to patients Liaising with other Hospitals and Departments, Social Services, GP Surgeries and Home Help To liaise closely with the Progress Chasing team on a daily basis Arranging for requests for nursing aids, walking aids, surgical appliances to be processed with the appropriate departments Ensuring all information is correctly entered into the Admission and cross reference books Photocopying of paperwork as required and faxing as per policy guidelines To provide cover for annual leave and sickness leave on any of the medical Wards as directed Ensuring all mandatory training is up to date and all Trust policies are adhered to Any other duties as directed by Line Manager, Senior Nurse and Management Team.

An exciting opportunity has arisen for an experienced Conveyancing Secretary to join an award-winning legal firm.This full-time role offersexcellent benefitsand salaryof Up to £26,000.

As a Conveyancing Secretary, you will assist fee earners with a range of secretarial and administrative tasks to support the smooth running of the firm.

You will be responsible for:

- Audio and copy typing various documents, including letters and legal forms.

- Answering phone calls politely and efficiently.

- Performing administrative tasks, such as photocopying and updating client records.

- Maintaining and filing correspondence to ensure organised client files.

- Scheduling appointments and interacting with clients.

- Inputting and managing data in the firm's client case management system.

What we are looking for:

- Previously worked as a Conveyancing Secretary,Legal Secretary, Legal Assistant,Conveyancing Assistant or in a similar role.

- Ideally, have experience in conveyancing.

- Strong technical skills, with a fast and accurate typing speed.

- Ability to handle a busy workload independently and meet tight deadlines

- Excellent communication skills.

- Skilled in Microsoft Word.

What's on offer:

- Generous holiday allowance plus Christmas shutdown

- Discretional Bonus Scheme

- Pension Scheme (Contributory)

- Life Cover - 3x Salary

- Firm Sponsored Professional Training

- Reduced Rate Legal Fees

- Annual Eye tests/ Annual Flu Vaccines

- Paid sick leave

- Additional holiday for long-serving employees

- Membership to benenden healthcare

- Staff social events

- Client & Employee referral scheme

- Car sharing & bike 2 work schemes

- Monthly superstar scheme

- Ongoing Training

Apply now for this exceptional Conveyancing Legal Secretary opportunity to work with a dynamic team and further enhance your career.

Important Information: We endeavour to process your personal data in a fair and transparent manner. In applying for this role, Additional Resources will be acting in your best interest and may contact you in relation to the role, either by email, phone or text message. For more information see our Privacy Policy on our website. It is important you are aware of your individual rights and the provisions the company has put in place to protect your data. If you would like further information on the policy or GDPR please contact us.

Additional Resources Ltd is an Employment Business and an Employment Agency as defined within The Conduct of Employment Agencies & Employment Businesses Regulations 2003.

This is not exhaustive and may be subject to reasonable ammendments as neeed. To accurately complete the audio-typing of clinic within agreed turnaround times. To audio-type all clinics under the agreed template for the directorate to ensure uniformity of letters. To ensure the enclosures indicated by the clinician on the audio tape are sent out with the appropriate letter(s). To be responsible for sending out and distributing clinic letters. To ensure patient records are accurately maintained on PAS (OASIS), and any other relevant system(s) or databases, ensuring that patient demographics details are correct To check the clinic has been cashed up and the treatments status code and outcome code have been correctly inputted by the reception staff and escalate where appropriate as directed by the Team Leader. To ensure there is effective and robust communication, liaising with Pathway Co-Ordinators, Team Leaders, Service Manager, and any other colleagues, including escalation of any issues as necessary. To ensure that filing of all loose correspondence is carried out at the time of typing and that the files are kept in good order as detailed in the Trust Health Records Policy. Support to the Band 4 Pathway Coordinators to provide periods of cover during annual leave and sickness.

To promptly answer general telephone enquiries from patients and other members of the public and from hospital personnel, GPs and representatives of other organisations, treating each contact with courtesy, discretion and tact. Where appropriate to pass calls on to the relevant department. To book/amend/cancel/confirm appointments in line with Trust Policies. To confirm with patient and update demographic information on the relevant booking system. To us the Mjog text messaging system including the texting of patients when requested. To assist in helping to promote Quality of Care and maintaining standards in the department. To provide cover for Patient Contact colleagues during periods of absence, co-ordinating leave booking to facilitate this, ensuring the opening hours of the contact Centre are covered.

We are seeking a full-time keen and enthusiastic person to provide strong secretarial, organisational and administrative support within our Maxillofacial Department, supporting Head and Neck Oncology Surgeons and other Consultants and Clinicians.

The successful candidate will ideally have a medical secretarial background with strong computer skills including fast and accurate audio typing. Key skills required are excellent verbal and written communication skills, enabling communication at all levels, a keen eye for detail, good time management, and the ability to work to tight deadlines prioritising workload under pressure while working efficiently as part of a friendly, busy team, ensuring the best possible care for our patients in a timely manner whilst ensuring that targets adhered to.



To provide full secretarial and administrative support to the Maxillofacial Department at Medway Maritime Hospital.

To work flexibly and sensitively with other disciplines both on and off the MMH site and liaising with Queen Victoria Hospital, East Grinstead.

To provide and receive confidential and sensitive information written, aural or verbal, to be exchanged with patients/clients, relatives, staff or external parties.

To review and manage the patient pathway to ensure all Oncology and RTT targets are met, escalating concerns when they arise.

To communicate sensitively and appropriately with patients suffering from serious illness.

Rated GOOD overall with outstanding care by the CQC. The Queen Victoria Hospital is a specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.

A centre of excellence, with an international reputation for pioneering advanced techniques and treatments. Everything we do is informed by our passion for providing the highest quality care and the best clinical outcomes.

At QVH we are proud of our achievements and our specialist services continue to record excellent clinical outcomes for patients. We regularly receive excellent results from patient satisfaction surveys and on average 98% of inpatients say they would recommend the hospital to their family or friends.

Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.

Liaison with Nursing and Diagnostic Imaging support services to MMH and QVH.

Maintain close and collaborative working relationships with the Service Co-ordinator and other administrative and clinical staff.

Maintain effective manual and computerised systems to ensure accurate and timely delivery of information to clients and professionals.

Deal with correspondence making use of IT, i.e. e‑mail, internet and intranet, using initiative and discretion to prioritize.

Deal with all telephone calls promptly and courteously with an empathetic approach.

Respond sympathetically to individual needs within resources available.

Type clinic letters from digital dictation to meet Trust guidelines on responses.

Ensure clinic letters are sent out to GP within agreed timeframe of the clinic date.

Prioritise results needing urgent attention and chase for results where needed.

Co-ordinate and monitor patients that require follow up tests to ensure the tests and results are obtained wherever possible.

Ensure an audit trail in the patients’ notes is kept.

Co-ordinate matters arising from clinical appointments and arrange further referrals/ investigations as directed. This includes liaison with external trusts conducting interventional/diagnostic procedures and the tracking of these patients through their pathway ensuring that interventional/ diagnostic reports are available for Clinicians’ review prior to or for patient follow-up appointments.

Responding to the requests of the Patient Access team regarding Oncology and RTT18 queries and/ or input clinical outcomes for clinics.

Book appointments for patients for the services as required onto PAS.

Manage patient’s expectations when booking appointments and advising them of updates.

Monitor clinics to ensure that they are fully utilized and ensure full clinics wherever possible.

Monitor the patient pathways for all patients in the services make every effort to ensure all patients are offered an appointment within 6 weeks of referral.

Schedule all diagnostics that are required for each clinic type in a time effective order to ensure the patient’s receive an excellent service from QVH at Medway Hospital.

Ensure there are regular reviews of all the outstanding patients in the service to ensure patients are seen in the timescales allowed.

Support the Service Co-ordinator with gathering monitoring data for the service as required.

Create and maintain patient case notes in preparation for outpatient consultation clinics, working closely with medical records departments where necessary.

Ensure patient case notes are stored, tracked and archived according to Trust guidelines.

Develop and maintain a sound knowledge of medical terminology, tests, symptoms and procedures.

Arrange for notes/ referrals/ equipment for triage, dictation equipment and clinical supplies to be transported to/ from off-site clinics.

Actively participate in Departmental meetings as required.

Where required assist in maintaining stationery/ equipment stock control for the department.

Attend statutory Trust training courses as necessary and access training ensuring continued professional development within the service.

Assist with the supervision of temporary or new secretaries when covering for holidays and sickness.

Follow the QVH Trust’s guidelines on confidentiality.

Ensure a professional image of QVH and the service is maintained at all times.


This advert closes on Sunday 10 Nov 2024

To rotate between the sites and all modalities within imaging managing reception, booking in patients, answering the telephone and dealing with day to day queries. To make patients appointments in line with the priority codes, using the RIS system. Consideration must be given to the scan type, availability, and suitability of the patient, and the availability of necessary preparations. To make appointments by letter and telephone ensuring correct preparation is given. Schedule patients by priority in chronological order in line with the waiting list. All patients whose appointments fall within one working week must be contacted by telephone. To follow up those patients who fail to attend for an appointment and liaise with the referring team as necessary. To verbally clarify with patients that they are able to attend before arranging the ordering of special preparations. Escalate to the Administration Team Leader and relevant modality lead, any potential problems regarding target times and patient queries.

Job Title: Conveyancing Legal Secretary
Salary: Competitive
Location: Gillingham
Hours: Monday - Friday 9am - 5.00pm

My client, a prestigious award-winning firm located in Gillingham, is looking for a motivated and dedicated Legal Secretary to join their expanding team.

Benefits:

• 20 days holiday + Bank holidays and Christmas shutdown
• Pension Scheme
• Life Cover - 3x Salary
• Sponsored Professional Training
• Discretional Bonus Scheme
• Membership to Benenden Healthcare
• Staff social events
• Car Sharing & Bike2Work Schemes
• Mental Health Support

Key Responsibilities:

• Answer phone calls politely and professionally.
• Handle general administrative tasks like photocopying and updating client information.
• Audio and copy typing all correspondence to include letters, legal forms (Oyez) and quotes.
• Filing documents and keeping the records organised.
• Arranging appointments and dealing with clients.
• Enter and update data in the company's case management system.
• Work as part of a team, helping with secretarial duties and phone cover when needed.
• Manage confidential information with care.
• Manage case files and draft contracts.

We're looking for:

• Proven experience working as a Conveyancing Legal Secretary.
• The ability to manage a busy workload.

If you are interested in this opportunity, please apply today with your CV!

Once your pre-employment checks have been completed you will be contacted by Recruitment to arrange your start date which will be in line with one of our Corporate Inductions. Please note that appointment to this post will be subject to a satisfactory Disclosure & Barring Service Check at Standard Level. At MTW, we seek to develop a culture where everyone can reach their full potential with opportunities to grow and develop their career. We recognise and value the unique contributions that each of our staff bring, delivering the best quality care and service to our patients. We are committed to being a diverse employer and strive to reflect everyone in our local communities. We welcome applications from people of diverse backgrounds, perspectives and experiences and celebrate the diversity of thought, viewpoints and ideas that will make our Trust the best place to work. We support our staff with disabilities to ensure they have the adjustments they need to be the best they can be in the workplace. Collaborating with Access to Work means that our staff are assessed by experts in the workplace and we ensure that their recommendations are implemented as quickly as possible. You can find out more here: Access to Work: get support if you have a disability or health condition: What Access to Work is - GOV.UK (www.gov.uk) Interview Date: To be confirmed

Main duties and responsibilities of the post: Manage the booking of relevant clinical activity (e.g. out-patient procedures, clinics etc) and managing patient pathways in conjunction with the Patient Pathway Team Using LUNA on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner. To liaise with the Paediatric Appointment Team regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment. To be responsible for, and actively manage specialty waiting lists, out-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant time-scales. Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team. To highlight any potential breaches or delays in the patients pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trusts escalation policy. To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates. To be responsible for sending out relevant appointment letters, and cancelling/rebooking patients appointments. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Surrey Safe Care / Cerner. Dispose of outstanding uncashed clinic outcomes on Surrey Safe Care / Cerner.. Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers. Manage changes in clinic templates as directed by Team Leader/Service Manager. General: Attend regular team meetings arranged by Team Leader. Deal with patient queries effectively written and via telephone/email. As part of a team with other Clinical Office Administrative Co-ordinators, provide (minimum) 9am 5pm secretarial/admin. cover from Monday to Friday each week within each specialty. Have the ability and commitment to work as a team member and be able to adhere to strict deadlines. Provide a fast and accurate clinical correspondence secretarial/admin. service with proficient use of appropriate software and systems to meet the required Trusts standard of work. As appropriate, prepare straightforward replies and requests for consultant teams. To use new working systems within the Clinical Office to promote an efficient service, ie the outsourced transcription service, e-correspondence to GP practices, electronically developed storage and print, systems, discharge summary systems, and the storage of appropriate information electronically on shared drives Review of rejected clinic letters daily through use of Docman EDT Hub General office duties including filing and photocopying. Competent use of Patient Administration System (PAS), in particular in relation to the 18 week patient pathway, after training in accordance with required Trust standards of work. Ensure changes notified by patients are added accurately and immediately. Provides first point of contact for written and telephone queries on behalf of consultants and teams, using judgement to establish validity and priority of the contact. Responsible for dealing with enquiries from patients, (written and via telephone/email) relatives, wards, GPs and various external agencies, providing information and taking appropriate action as required whilst ensuring patient confidentiality at all times. Ensure that all results are checked by the Consultant and then filed in the appropriate medical records or forwarded to other parties as required. Attend relevant departmental meetings and provide Secretarial services as required eg booking venues, typing accurate minutes and agendas and circulating documentation as required. Working as part of a team; supervising Clinical Office Administrators and Assistants where applicable and assisting with the training of new and temporary staff providing support and advice as appropriate Exercise independent judgement and initiative when problems arise, taking the necessary actions to resolve the problems or referring to the appropriate person. For all tertiary referrals, responsible for the provision of the Inter Provider Transfer Minimum Data Set within 48 hours of referral. When required, chase up responses to complaints within optimum deadlines and forward to the correct party within the Trust. To take an active part in Progress & Development Reviews and to maintain and update Personal Development Folder in accordance with Agenda For Change. Participate in Trust training courses as appropriate to ensure skills and knowledge are maintained Implement any relevant Trust and Directorate policies on behalf of the Consultant team. Responsible for ensuring that all commitments (including those held at other trusts/organisations) are reduced/cancelled when necessary, adhering to relevant procedures, notifying managers and other Consultants within the department of any planned leave for the Consultants. Responsible for notifying the Service Manager and the Paediatric Appointment Team in a timely fashion (minimum of six weeks notice) of any annual, study or professional leave or on-call duties by the Consultants, or junior doctors, that will necessitate reduction Support the day-to-day organisation and management responsibilities of the Consultant, diary, arrange meetings, appointments etc. or cancellation of outpatient clinics or theatre lists. Responsible for training clinical staff in the use of dictating machines, clinic outcome forms and any other protocols relevant to the department. Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team. Establish good levels of communication and liaison with other secretaries, medical staff and other departments and hospitals. Demonstrate an understanding and reassuring manner when dealing with patients and their relatives. Undertake all mandatory training as required by the Trust. Any other duties appropriate to the role and grade.

Safe and accountable storage of patients health records in our off site facility at Stirling Park and in the Deceased Library Area Coordination of missing notes to deliver to various services throughout the Trust Collection of notes from wards to amalgamate with originals Prep notes for Outpatient clinics to ensure updated demographic information and referral letters are in patients notes Repairs and maintenance of all health records Culling and destruction of health records according to the NHS guidelines Distribution and management of the delivery of notes throughout the Trust via Transit Area at Medway. Effective and efficient coordination of the delivery of notes between both sites. Digital Health Records Clerk (Scanning Team) - Collection, preparation, scanning and quality checking of patient notes. Requires attention to detail, strong computer skills, ability to consistently work at fast pace whilst maintaining quality. Manual handling of multiple notes folders from the whole site and within medical records department. Collection of notes from wards to amalgamate with originals Tracking of all notes to record appropriate location at any given time within the department and to where the notes are being sent/ allocated.

Once your pre-employment checks have been completed you will be contacted by Recruitment to arrange your start date which will be in line with one of our Corporate Inductions. Please note that appointment to this post will be subject to a satisfactory Disclosure & Barring Service Check at Standard Level. At MTW, we seek to develop a culture where everyone can reach their full potential with opportunities to grow and develop their career. We recognise and value the unique contributions that each of our staff bring, delivering the best quality care and service to our patients. We are committed to being a diverse employer and strive to reflect everyone in our local communities. We welcome applications from people of diverse backgrounds, perspectives and experiences and celebrate the diversity of thought, viewpoints and ideas that will make our Trust the best place to work. We support our staff with disabilities to ensure they have the adjustments they need to be the best they can be in the workplace. Collaborating with Access to Work means that our staff are assessed by experts in the workplace and we ensure that their recommendations are implemented as quickly as possible. You can find out more here: Access to Work: get support if you have a disability or health condition: What Access to Work is - GOV.UK (www.gov.uk) Interview Date: To be confirmed

Once your pre-employment checks have been completed you will be contacted by Recruitment to arrange your start date which will be in line with one of our Corporate Inductions. Please note that appointment to this post will be subject to a satisfactory Disclosure & Barring Service Check at Standard Level. At MTW, we seek to develop a culture where everyone can reach their full potential with opportunities to grow and develop their career. We recognise and value the unique contributions that each of our staff bring, delivering the best quality care and service to our patients. We are committed to being a diverse employer and strive to reflect everyone in our local communities. We welcome applications from people of diverse backgrounds, perspectives and experiences and celebrate the diversity of thought, viewpoints and ideas that will make our Trust the best place to work. We support our staff with disabilities to ensure they have the adjustments they need to be the best they can be in the workplace. Collaborating with Access to Work means that our staff are assessed by experts in the workplace and we ensure that their recommendations are implemented as quickly as possible. You can find out more here: Access to Work: get support if you have a disability or health condition: What Access to Work is - GOV.UK (www.gov.uk) Interview Date: To be confirmed

Please see attached Job Description for more detailed information on the role and minimum essential requirements for the role. To provide secretarial and administrative support to the Oral and Maxillofacial Department. Reporting to the Service Coordinator and working closely with Medical Secretaries and Support Secretaries to ensure the delivery of the service within NHS targets and RTT18 guidelines. To work flexibly and to provide and receive confidential and sensitive information written, aural or verbal, to be exchanged with patients/clients, relatives, staff or external parties. To provide comprehensive typing support ensuring accurate transcription and timely output.

For more information, please see attached job description added to the document session for job description to be viewed.