Total 38 Administrative / Clerical job vacancies in SW16 3NN

Key Result Areas Transcription - Coordinating the distribution of transcription throughout the various teams, ensuring that the work is equally distributed and is undertaken accurately and in a timely manner - Supervise the secretaries and audio typists to ensure that all typing, patient communication and medical legal reports are produced accurately, in accordance with local and national guidelines and dispatched in a timely manner - Assist the Unit Coordinators in the provision of training where required and when correspondence does not reach required standards - Undertake transcription responsibilities within a nominated team Outcomes and Results - Assist the Unit Coordinators to ensure that results, correspondence and patient queries are dealt with accurately and promptly. - Ensure through effective supervision and coaching of the secretaries that the necessary action is taken for patients that are required to attend for further investigations, outpatient attendances, x-ray, blood tests etc., and ensure systems of work are in place to ensure the results are shared in a timely manner with the relevant clinician Additional Responsibilities: - Assist the Unit Coordinators with the management of Appraisals and Mandatory Training, ensuring timely compliance with Trust targets - Frequent contact with secretarial / audio typing teams to ensure progress of work and help resolve queries / issues - To highlight bottlenecks within the service, communicating regularly with the Unit Coordinators, and where possible, suggesting and implementing solutions - The post holder must at all times respect patient confidentiality in line with the requirements of the General Data Protection Regulation (GDPR), and abide by all Statutory and Trust policies and procedures - The post holder will be expected to work without direct supervision and will be expected to liaise and communicate as appropriate with various disciplines. - The post holder will be required to undertake any other duties according to the needs of the service. This job description is not intended to be an exhaustive list of activities, but rather an outline on the main areas of responsibility. Any reasonable changes will be discussed and agreed with the post holder before variations to the job description are made Knowledge Skills and Experience Required - Educated to GCSE grade C or above (or equivalent) in literacy and numeracy - Medical Secretary Diploma or equivalent experience - Experience of / or a qualification in medical terminology - RSA level 3 or able to demonstrate equivalent skill (proficient and accurate audio typing skills minimum 60wpm) - Proven supervisory experience - An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls - Excellent interpersonal skills for dealing with people internal and external to the organisation - Excellent written and verbal communication skills with a good command and understanding of English, punctuation and grammar - Ability to work flexibly within a team - Ability to use own judgement and initiative - Ability to identify and advise on training needs - Excellent IT skills; good working knowledge of MS Office to include Word, Access & Excel - Good working knowledge of TRAK, Infoflex & other related systems - Good attention to detail with ability to multitask - Ability to work well under pressure, prioritise workload effectively and resolve unforeseen problems as they occur Communication and Working Relationships General Managers Deputy & Assistant General Managers Secretarial / Admin staff Unit Coordinators Consultants and multi-disciplinary teams Ward Staff Health Records staff Central Booking Office staff Systems Management teams: IM&T, Trak Physical / Mental / Emotional Effort and Working Conditions - Use of Visual Display Unit (VDU) on a daily basis - Requires frequent spells of concentration through a work pattern which can be unpredictable. Priorities often change during the day and there is a need to be very flexible in order to change direction throughout the day - Managing conflicting priorities - Occasional exposure to distressing or emotional circumstances, e.g. dealing with distressed patients

KNOWLEDGE, SKILLS & EXPERIENCE - Educated to GCSE grade C or above (or equivalent) in English & Maths - IT experience of Microsoft Office packages - IT capable to ensure proficient use of hospital computer systems - An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls - Proven organisational skills with the ability to prioritise workload and ability to work to deadlines in line with Trust targets - Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar - Good interpersonal skills for dealing with people internal and external to the organisation - Ability to work flexibly within a team - Ability to work quickly and accurately - Ability to use own judgement and initiative as appropriate GENERAL DUTIES - Providing a comprehensive secretarial support to a busy consultant surgeon whilst being the first point of call for patients, GPs, family members and other professional colleagues and organisations. - Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Secretarial Supervisor. - Tracking of results/ appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc, to ensure that RTT guidelines are achieved for patients. - Overseeing and managing elective waiting lists for inpatient and outpatient care alongside the utilisation of theatre lists. - Checking of clinic outcomes to ensure accuracy - To work with the Central Booking Office to ensure that clinics are utilised to capacity. SPECIALITY SPECIFIC SUPPORT - Regularly informing the secretarial supervisor about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc - Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinical team/supervisor. - Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc. - Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals etc SERVICE IMPROVEMENT - Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements. - Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements. - As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately. TEAM WORKING - To work cohesively with colleagues to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards - To cover colleagues during absences/annual/sick leave as directed by lead management. You may also be required to undertake job rotation for cross cover as well as for development and training purposes. - Undertaking routine office duties including electronic note tracking, photocopying, faxing, and filing of correspondence and results and maintenance of records - Assist in the training and induction for new and existing colleagues - Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate - Liaise with relevant team members to ensure that any process changes run smoothly and efficiently. - Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager. COMMUNICATIONS & WORKING RELATIONSHIPS - Medical staff both junior and senior including consultants - Nursing staff - Patients, carers and relatives - Other medical secretaries/ward clerks - Outpatient staff - Health Records - Pathology - Radiology - GPs and GP practices - Management, including Lead Co-ordinator and General Management team - Other NHS organisations - External bodies, such as solicitor practices, DVLA, social services, police, coroner's office etc PERSONAL DEVELOPMENT - Fully participate in the Trusts appraisal system review and personal development planning process on an annual basis (for an apprentice this may be more often) - Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process - Achieve and demonstrate agreed standards of personal and professional development within agreed timescales - Contribute positively to the effectiveness and efficiency of the teams in which he/she works - Contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies PHYSICAL EFFORT & WORKING - Movement of medical notes on a daily basis (Manual Handling Training Provided). This can range from one set of notes to bags weighing up to 15kg - Exposure to occasional unpleasant working conditions due to extremes of office temperatures and ward odours. - Use of Visual Display Unit (VDU) on a daily basis (Workstation assessments undertaken), will be sitting at the desk all day. - Dealing with sensitive and confidential information - The work pattern may be unpredictable due to interruptions. High levels of concentration are also required when audio-typing. Priorities can change during the day. NB This job description is not intended to form part of the contract of employment or to be a complete list of duties and responsibilities, but is a good guide for information to the job. It will be periodically reviewed in the light of developing work requirements in the department. The officer in the post will be expected to contribute to that review.

- Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence (where required) - Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity - Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate - Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner - Typing correspondence to patients, GPs, medical staff and any other required addressee, following clinical attendance or other patient contacts as directed by the secretary supervisor - Issuing typed correspondence - Take and transcribe minutes as appropriate - Ensure all filing is done in a timely manner - Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc - Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the Clinical Team/Supervisor. - Support the secretarial team with typing and filing where able - Communicate effectively with patients, carers, relatives and all members of the multidisciplinary team - Maintain and develop high standards of care - Conduct oneself in a professional manner - Work proactively to ensure that every patient attendance meets the patients expectations and needs with timely undertaking of procedure and effective communication with relatives, patients and carers - Taking telephone calls from patients and other callers then using hospital systems to upload the patient details where required - Complete audit on national databases under the supervision of the respiratory nurses See job description for extensive list of role duties.

- Demonstrate excellent customer care skills. Provide a welcome point for the department, responding to patient, staff and visitor requests appropriately - Analyse and deal with routine non-clinical problems, following Trust policy and using own initiative to ensure a seamless support service in the clinical area enabling staff to perform in their own roles effectively - Receive queries, both in person and on the telephone and manage appropriately - Prioritise work, ensuring support for clinical staff is always available for the efficient delivery of patient care - Assist clinical staff with appointment creations, e.g., updating Trakcare - Obtain notes, in routine and emergency situations, ensuring clinical staff have access to essential information in a timely fashion. - Filing of all patient documentation generated on the ward, ensuring that notes are up to date and accurate when used by Clinicians. - Tracing all notes in and out, to ensure notes can be obtained from anywhere at any time in case of clinical need, maintaining data protection and confidentiality according to Trust protocol and procedure. - Accurate input of patient details including bed status on Trakcare system, ensuring follow up appointments and procedures have been booked to meet Trust and national requirements. - Working Knowledge of routine for ordering on P2P and Stationery system.

To ensure the smooth clerical administration in the Womens and Childrens Units across both sites. To be able to communicate effectively with the multidisciplinary team, patients, clinical staff and the general public ensuring visitors are made to feel welcome with appropriate information given. Demonstrate excellent customer care skills. Respond to patient, staff and visitor request appropriately Receive queries, in person, by e-mail and on the telephone and manage appropriately To cover other administrative positions as required. To maintain records on both paper and IT systems. Undertaking clerical duties as required and to assist and support staff with data input onto electronic patient records as necessary. To be competent with all of the office equipment Obtain all notes for Womens and Childrens Unit ensuring clinical staff have access to essential information in a timely fashion. Reporting faults to our estate teams. Filing of all patient documentation generated on the unit ensuring notes are up to date and accurate when used by clinical staff Trace and send away all notes to the relevant departments after being filed correctly Admit and discharge patients on Trak Care Answer the phone, check voicemail and return any calls

KEY RESULT AREAS Whilst the organisation and structure within specialties/ divisions may vary the specific remit of this role will include: Referrals, Booking and Clinic Prep - Ensuring that all patient referrals are processed in a timely manner and ready for clinician review. - Booking of follow-up appointments, ensuring that any vacant slots are fully utilised and acted upon to maximise capacity - Booking investigations as requested by the clinical team - Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner Transcription - Typing of correspondence to patients, GPs, medical staff etc. - Typing of detailed medical reports for legal use when necessary - Taking and transcription of meetings minutes Outcomes and Results - Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc Specialty Specific Support - Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required - Supporting consultant staff by assisting with the production/ transcription of medical staffing paperwork, such as references etc. - Supporting consultant staff with their additional responsibilities, such as Clinical Governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc. - Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc Service Improvement - Using specialty databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork. -Ensuring regular audit of data is undertaken - Participate in Health & Safety within the Department which includes Manual Handling, Fire Warden etc. Team-working - To work as part of an Administrative Support Team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards - To cover colleagues during absences/annual/sick leave as directed by the secretary supervisor You may also be required to undertake job rotation for cross cover as well as for development and training purposes. - Undertaking routine office duties including electronic note tracking, photocopying, filing of correspondence and results and maintenance of records in the absence of the band 2 clerical assistant. - Assist in the training and induction for new and existing colleagues - Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate - Liaise with relevant team members to ensure that any process changes run smoothly and efficiently. Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

Detailed job description and main responsibilities Main Tasks and Responsibilities: Provide a full PA service to the relevant team members including diary management, dealing with correspondence, telephone calls and enquiries, creating first draft responses to correspondence on behalf of the Division. Quickly and accurately solve issues raised via telephone and verbal messages from internal and external sources on behalf of the Division Ensure the smooth running of meetings chaired by, or on behalf of, the Division(s), including arranging meeting times and venues, collating agendas and papers for meetings, equipment and catering, ensuring that all participants are in receipt of appropriate documentation prior to the meeting, and taking accurate minutes at meetings as required. Maintain an efficient diary system for the Divisional leads, ensuring relevant papers are brought forward for their meetings and commitments. Be the point of contact and system lead for Euroking and birthrate plus (system used for maternity). You will be issuing passwords and have an understanding of the system for questions that may be raised. Ensuring that rota co-ordination for annual leave is recorded on the electronic staff record healthroster for the management team and support the service manager with the rotas for the medical rosters when needed. Maintain and review an efficient filing, bring forward and pending system, and establish any other necessary procedures to support the work of the Division. Manage incoming and outgoing mail (and if required, email) and delegate items, liaising with relevant senior managers. Have an in-depth understanding of the workload of, and initiatives within, the relevant Divisional management team in order to contribute to major projects. Meet with the quartet and senior service manager on a regular basis and assist in prioritising the workloads and key tasks as well as raising any areas for joint discussion. Create and critique documents and reports, offering suggestions as requested by the Division(s). Anticipate required actions, meetings etc to ensure a seamless service particularly in the absence of members of the Quartet. Cross cover and maintain a working knowledge of the planned care divisional PA role, and be able to provide cross-cover within the team as the needs of the service may require. Keep pace with IT developments and develop the technical skills and competencies to provide a fully effective PA service. Be the trust liaison and first point of contact As required Undertake other duties commensurate with this grade of post as required by the Division To view the main responsibility, please see the attached the Job Description and Person Specification

Carbon60 are recruiting for an experienced Office Manager to work for a large engineering company.

This Office Manager position is on a permanent hybrid basis and has become available due to continued growth and expansion. In this role you will be providing administrative support.

Role Responsibilities Include:

• Oversee general office operations, ensuring a smooth workflow and efficient daily activities.
• Visitor Management - reviewing visitor & meeting bookings and ensuring the requested facilities are arranged, visitors are logged in our systems, and that a welcome is provided for all visitors as soon as they step into the offices.
• Office Management - you'll work with our teams in maintaining the office to give a great working environment for our employees. This may include elements on telephony as part of our call handling team, and mail processing.

Skills and Experience required:

• Strong verbal and written communication skills and good organisational skills.
• Proficient in use of Microsoft Word, Excel, Outlook etc.
• Good customer service ethic and attentive to detail.

This is an excellent opportunity to join a well-established aviation company. If you are interested in the role and want some more information, please contact Marika in the engineering team on 07425 354 032. Interviews are being held shortly.

Carbon60, Lorien & SRG - The Impellam Group STEM Portfolio are acting as an Employment Business in relation to this vacancy.