Total 12 Others level Administrative / Clerical job vacancies in Redditch, B98 8AH

Job Purpose:Use the manual and computerised systems including PAS, ENVOY, PTS, TEAMS and CLIP to:To work as part of the Pre-Operative Assessment clerical team assisting with the smooth and efficient running of the Pre-Operative Assessment Clinic.Provide a comprehensive receptionist service for the department and administration duties as set out in the job description.To make appointments on the Trust IT systems in accordance with agreed policies and procedures.To provide accurate, timely information to assist nursing staff in good management of their Pre-Operative Assessment clinics.The post will also include answering telephone queries and updating the hospital PAS system.To ensure the confidentiality of all patient information and Trust business.Key Duties:Postholders must be able to work on their own initiative when carrying out their usual duties. Supervision is available as required.To participate in reception duties for Pre-Operative Assessment Clinic Countywide, as well as any other visitors to the department.To greet ptients in a polite and respectful manner and promote patients sense of dignity at all times.The postholder is often the first point of contact for the majority of patients.Use of manual and computerised systems including PAS, CLIP and digital Pre-op solution.To check registration details and demographics for accuracy and ensure that all details are updated on PAS to include #call meRecord the patients attendance to clinic and outcome their appointment on their departureNotify secretaries of DNAs via the agreed proformaTo deal with enquiries from patients, the general public and other staff as appropriate.Ensure the smooth daily running of the Pre-Operative Clinic reception deskLiaise with ambulance control for ensuring the patients return journey home is scheduledTo carry out any other duties appropriate to the grade as requested by the booking team.Ability to prioritize workload according to demands of the department.To reschedule Pre-Operative assessment appointments in accordance with the agreed S.O.P, under the direction of the administration team.Communication Responsibilities:To ensure that there is good communication between the administration team and the clinical team so that the department runs smoothly.To demonstrate tact, diplomacy, patience and empathy in the course of considerable patient contact, both in person, over the telephone, and by email correspondence.Ensure telephones are answered promptly and dealt with appropriately.To respond to patient telephone or face to face complaints in the first instance, seeking support and advice from the team leaders or nurses as appropriate.To impart clear, concise appointment related information to patient, secretaries and booking staff.To use interpersonal skills to interact and communicate appropriately with a variety of patients from differing backgrounds and cultures, puting each individual at ease and reassure anxious patients.To communicate appropriately with patients who have special needs including patients with physical and mental disabilities, learning difficulties and with patients who are anxious and/or upset.To communicate appropriately with patients who are behaving in an aggressive manner and seek help from senior staff.To deal appropriately with messages left on the out of hours answerphone service, and any emails received into the countywide email box.To communicate effectively and work collaboratively as a member of the Multi-Disciplinary team.Clerical Responsibilities:To answer general telephone queries from patients, health professionals and the general public and process appropriately or refer on to relevant staff as appropriate.In exceptional circumstances where clinical staff are unable to arrive for the clinic, support the appointments team and nurses with cancelling patients by telephone at the last minute.To amend and cancel appointments appriopriately. Notify relivant secretary or booker.To generate appropriate letters and cross reference patient details for accuracyTo liaise with other Pre-Operative Assessment clinics across county.To provide clerical support for nursing staff countywide.To destroy confidience waste appropriately and in line with the Trust policy.Ensure computer, printer equipment and stationery is available and working effectively working, reporting any faults or problems to the team leader.Educational Responsibilities:To demonstrate working practices to new and exsisting employees including Admin & Clerical staff, any Pre-Operative Assessment staff countywide.To have sufficient knowledge of Departmental clinical procedures to be able to inform and advise patients.To have sufficient knowledge of the Pre-Operative Assessment Service to be able to advise patients on the appropriateness and timeliness of appointments.To ensure your training requirements are up to date within Trust targets.General Responsibilities:To observe confidentiality of patient records at all times in accordance with the Data Protection Act.To use acquired knowledge to inform patients of the benefits of Pre-Operative AssessmentTo manage and prioritise own workload, taking identified priorities into account and observing department policies.To review procedures regularly in discussion with colleagues and advise of any improvements that could be made to administrative procedures.To comply with department sickness SOP and report any absences in accordance with this policy.To report any equipment faults or hazardous or potentially dangerous situations.To report any accidents, untoward incidents and complaints by following appropriate escalation procedures.To ensure patient confidentiality.To ensure all Trust standards and policies are observed.To remain professional at all times

**Job Title:** Legal Secretary

**Location:** Redditch

**Salary:** £24,000 - £26,000



Our client is currently seeking a Legal Secretary to provide high-level administrative support to their commercial services teams, which include insolvency, commercial litigation and debt recovery. This role involves opening files, managing legal documentation, preparing invoices, liaising with clients, facilitating counsel and communicating with the court. The ideal candidate will be highly organised, detail-oriented and capable of working in a fast-paced environment.



**What's in it for you? **


* Experience working in an award-winning commercial law firm.
* Ongoing training and development opportunities.
* Work within a fun, supportive team with a shared vision of success.
* Regular chances to contribute ideas in monthly forums.
* Performance related bonus, comprehensive private healthcare, pension scheme, life assurance,
* free parking.



**Day-to-Day Responsibilities:**

****


* Administrative Support: Provide comprehensive administrative support to the legal teams, including
* preparing legal documents, and handling correspondence.
* Document Management: Draft, format, and proofread legal documents and correspondence. Ensure
* all documents comply with legal and firm standards.
* Client Interaction: Serve as a primary point of contact for clients, managing enquiries and maintaining
* professional communication.
* File Maintenance: Organise and maintain electronic files, monitoring key dates, ensuring all records
* are up-to-date and easily accessible.
* Compliance: Open files, undertake client due diligence checks and draft client engagement documents.
* Billing and Invoicing: Assist in preparing client invoices.



**KEY REQUIREMENTS:**




* Minimum of 2 years of experience as a legal secretary, preferably in a commercial law firm.
* Proficiency in Microsoft Office Suite and legal software (e.g. LexisNexis).
* Recent experience in utilising a case management system to progress files electronically.
* Excellent written and verbal communication skills, with a keen attention to detail.
* Strong organisational and time-management skills, with the ability to prioritise tasks and meet
* deadlines.
* Meticulous attention to detail and accuracy in all tasks.
* Ability to handle multiple priorities and work under pressure.
* Commitment to maintaining confidentiality and integrity.
* Ability to collaborate effectively with colleagues and contribute to a positive team environment.

**#INDASH24**

Key Duties To provide a reception service, dealing with initial enquiries, gathering basic information and taking initial action within defined protocols to assist in resolving any queries. To keep staff informed of admissions and discharges, and to deal with queries from other members of staff and members of the public, in person or on the telephone. To receive general telephone calls, recording messages and dealing with initial enquiries, referring the call to the relevant member of staff, as appropriate. To assist in admitting and discharging patients using manual and computerised systems. To file reports, correspondence, forms, etc. in patients notes in an ordered manner, to facilitate the efficient retrieval of such documentation on request. To update and maintain filing systems in the ward/department to enable timely and accurate information retrieval. To arrange transport between departments and to destinations outside the hospital, as required. To assist with housekeeping duties within ward/department. To maintain effective communication with ward clerk / clerical team assistant colleagues within the department. To provide relief cover within the Directorate undertaking any duties within the scope of the ward clerk / clerical team assistant role. Arrange follow up appointments for patients prior to discharge. Ensure that patient case notes are available, creating temporary notes whilst original notes are located. Maintain case notes in a tidy manner, filing results and other patient documents in accordance with Trust policy, including admission and discharge of patients. Ensure that all case notes movements are tracked on PAS, including collection and return of case notes to main maternity filing department. Facilitate the prompt collection of data by liaison with the clinical coding department. Assisting junior doctors with administrative tasks such as form completion, bereavement paperwork and audits, ordering and tracking of case notes. Provide general clerical support such as photocopying, typing, opening and sending post, stock and equipment ordering and monitoring, stationary orders, personnel administration, arranging repairs.

Please note: HoW College reserves the right to extend the advertising period for this vacancy or close the vacancy early in line with volume of applicants. We would therefore advise interested candidates to apply promptly.
WHAT WE ARE LOOKING FOR: To become a Personal Tutor in our Automotive & Electrical department, we need someone who is supportive, approachable and adaptable. The successful candidate will have the chance to acquire new skills and develop their abilities in a wide range of activities. We have a variety of students from the surrounding area, we are a welcoming and inclusive community that champions diversity and equality across our college. Our departments collaborate to establish and uphold the inclusive HoW culture, we keep this in mind as we manage interactions with the public, fellow employees, and nearby schools. Although this position is centred on our Bromsgrove campus, all applicants must be prepared to travel to our other campuses or surrounding areas as required. WHAT YOU'LL BE DOING: To find a more detailed list of your day-to-day responsibilities, please refer to the key roles and accountabilities section on our Job Description. In summary, as someone who has experience in developing and delivering programmes or supporting people towards identified outcomes or objectives, you will support in many aspects. To name a few: Group Tutorial Support Support (1:1) Tutorial Support Delivery and Support of Curriculum Pastoral and Academic Support ABOUT US. Heart of Worcestershire College, the county's largest further education institution, offers a diverse range of academic, vocational, and community courses throughout its campuses. In all we do, our principles of diversity, integrity, partnership, and trust come through, enabling us to offer timely and knowledgeable services both within and outside of our immediate neighbourhood. By 2030, we also intend to be 90% green! Our goal is to advance, innovate, and inspire. We're looking for people who want to come along for the journey because our growth will be your growth. THE PERKS. A career with us entails much more than a pay check, because we know our employees are our most valuable resource. You can look forward to the following perks with us. Confidential Employee Assistance Programme (available 24/7, 365 days a year); giving access to free confidential counselling Regular Continuing Professional Development Opportunity to gain further qualifications and enhance professional development through our Awards process Generous holiday allowance Agile and Flexible working (Dependent upon role) Employee discounts & benefits package including high street and travel discounts Fantastic progression opportunities A mentor to support you in your new role Cycle to Work Scheme Free onsite parking (Certain Campuses only) Opportunities of volunteering within local community and charities WE HIRE PEOPLE. Every person we hire has a different mix of experiences, cultures, and identities, as well as a unique background and physical make-up. Together, we strengthen HoW. The College is striving to attract, develop and retain the very best people by offering a motivating and inclusive workplace in which talent is truly recognised. We want you to know that HoW is an equal opportunity employer as you are probably applying for or considering applying for a job with us if you are reading this. This College expects everyone to share its commitment to promoting and protecting children, young people, and vulnerable adults' welfare and equality of opportunity. For us, this means that we always work to be as inclusive as possible in all areas of employment and that we will not allow any form of discrimination. BIT MORE INFO. All successful applicants will be required to complete and pay for a Disclosure & Barring Service check. Along with online verification to ensure the safety of our pupils. Closing date for this post is: 11 July 2024 Interview date: TBC

Please note: HoW College reserves the right to extend the advertising period for this vacancy or close the vacancy early in line with volume of applicants. We would therefore advise interested candidates to apply promptly.
WHAT WE ARE LOOKING FOR:
To become a Personal Tutor in our Health & Social Care department, we need someone who is self-motivate, works well in a team and has the ability to priorities and manage own workload.
The successful candidate will have the chance to acquire new skills and develop their abilities in a wide range of activities.
We have a variety of students from the surrounding area, we are a welcoming and inclusive community that champions diversity and equality across our college.
Our departments collaborate to establish and uphold the inclusive HoW culture, we keep this in mind as we manage interactions with the public, fellow employees, and nearby schools.
This position is based in our Redditch campus, all applicants must be prepared to travel to our other campuses or surrounding areas as required.
WHAT YOU'LL BE DOING:
To find a more detailed list of your day-to-day responsibilities, please refer to the key roles and accountabilities section on our Job Description. In summary, as someone who has experience in developing and delivering programmes or support towards identified outcomes or objectives, you will support in many aspects. To name a few:
Experience in developing and delivering programmes or support towards identified outcomes or objectives.
Strong verbal and written communication. To be able to communicate confidently face to face, on the telephone, via video call/Teams as well as in writing.
ABOUT US.
Heart of Worcestershire College, the county's largest further education institution, offers a diverse range of academic, vocational, and community courses throughout its campuses. In all we do, our principles of diversity, integrity, partnership, and trust come through, enabling us to offer timely and knowledgeable services both within and outside of our immediate neighbourhood. By 2030, we also intend to be 90% green!
Our goal is to advance, innovate, and inspire. We're looking for people who want to come along for the journey because our growth will be your growth.
THE PERKS.
A career with us entails much more than a pay check, because we know our employees are our most valuable resource. You can look forward to the following perks with us.
Confidential Employee Assistance Programme (available 24/7, 365 days a year); giving access to free confidential counselling
Regular Continuing Professional Development
Opportunity to gain further qualifications and enhance professional development through our Awards process
Generous holiday allowance
Agile and Flexible working (Dependent upon role)
Employee discounts & benefits package including high street and travel discounts
Fantastic progression opportunities
A mentor to support you in your new role
Cycle to Work Scheme
Free onsite parking (Certain Campuses only)
Opportunities of volunteering within local community and charities
WE HIRE PEOPLE.
Every person we hire has a different mix of experiences, cultures, and identities, as well as a unique background and physical make-up. Together, we strengthen HoW.
The College is striving to attract, develop and retain the very best people by offering a motivating and inclusive workplace in which talent is truly recognised.
We want you to know that HoW is an equal opportunity employer as you are probably applying for or considering applying for a job with us if you are reading this. This College expects everyone to share its commitment to promoting and protecting children, young people, and vulnerable adults' welfare and equality of opportunity.
For us, this means that we always work to be as inclusive as possible in all areas of employment and that we will not allow any form of discrimination.
BIT MORE INFO.
All successful applicants will be required to complete and pay for a Disclosure & Barring Service check. Along with online verification to ensure the safety of our pupils.
Closing date for this post is: 2nd July 2024

Key Duties: 1. To provide a personal assistant and senior medical secretarial service to Consultants and other medical staff in relation to their clinical duties. 2. Inform all relevant staff of reduced/cancelled clinics/theatre lists with regard to consultants and junior doctors planned or emergency absence. 3. To undertake medical audio/copy typing duties including outpatient letters to General Practitioners, discharge summaries and other official correspondence, including self-generated non-routine correspondence if required. 4. To manage patients pathways and highlight any potential problems with regards to treating a patient within set targets. 5. Monitor capacity and liaise with Clinical staff and management when additional capacity will be required. 6. To deal with day-to-day incoming mail, assigning priority and/or taking any necessary action without reference to consultant staff if necessary. 7. To make arrangements for appointments for patients when required. 8. To manage waiting lists daily adhering to the trust guidance policy for waiting list management: a. ensuring that patient names are included on waiting lists b. ensuring patients are sent for TCI, following RTT rules c. ensuring PAS and Bluespier systems are up to date at all times d. dealing with waiting list enquiries generated by General Practitioners, patients, Trust waiting list management team and the Directorate management team. e. ensuring the appropriate amendments of patient outcomes. f. participating in the validation of patient data, to assist in the improvement of data quality for Trust reporting systems 9. To respond to enquiries from GPs, other Health Service personnel, patients and relatives. 10. To respond to Advice and Guidance enquiries from GPs. 11. To provide statistical information for Consultants and the Directorate Management team as and when required. 12. To deal with administrative and secretarial aspects of Consultants management, educational and professional advisory commitments. 13. To participate in the collection and transmission of information to enable the Directorate to meet its objectives including appropriate support for clinical audits 14. To participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services including IT. 15. Training/Supervision of temporary and new staff within the office. 16. To undertake any other duties as may be required as appropriate by the Consultant or the Directorate Management Team in accordance to the needs of the service. 17. Monitor stationery and order relevant stationery as and when necessary. 18. Attend admin team / departmental meetings as required. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively. 19. To manage and progress results of patient investigations and on receipt, prioritise and action according to clinical need, with guidance from the medical team. 20. Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct and ensure they are adhered to across the team.

Work as part of the Medical Secretary team to provide an efficient and smooth running secretarial service to the Consultants. Make arrangements for appointments as required. Maintain a diary and appointment system for clinics and make arrangements for special appointments for patients/ relatives, consultations in the home and emergency visits as required. Handle telephone enquiries regarding appointments, cancellations referring where necessary to the appropriate person and acting within the guidelines laid down. Undertake shorthand/audio/copy typing duties, including reports, clinic letters, discharge summaries and other confidential documentation. Some self-generated non-routine correspondence may be required. Follow up, collate diagnostic and therapeutic reports to Consultants and other medical staff and subsequently file in patients notes. Identify urgent results and bring to Consultants attention. Ensure that case notes are controlled, delivered and tracked. Ensure patient notes are filed at the earliest opportunity to ensure that patients case notes are as accurate and up-to-date as possible. Act as receptionist at clinics, if required, dealing with patients and their carers by assisting with enquiries. Undertake other general office duties, which may include facsimile, e-mailing, photocopying, scanning and filing. Attend service and clinical meetings, as required and provide feedback to colleagues Deal with incoming and outgoing post. For full details of the duties and criteria for the role please refer to the job description and person specification attached.

JOB SUMMARY: The post holder will work under the direction and supervision of the Ward Sister/Charge The post holder will provide a high level of administrative support and maintain effective office processes and procedures within the inpatient wards, enabling the delivery of a high quality service to patients and allowing nursing staff to focus on direct patient care. The post holder will work as an intergral part of the clinical ward / area team and to be responsible for the co-ordination of all patient facilities services in the ward area, ensuring a clean, safe and comfortable environment. The post holder will ensure the delivery of cleaning, catering and minor maintenance. The post holder will ensure good communication is maintained, being the first point of contact for the service, and will be expected to liaise with courtesy and discretion in a confidential manner at all times. KEY TASKS AND RESPONSIBILITIES: Provide dedicated administrative support to the Inpatient Manager, Matron and wider ward team. Be the central point of contact and maintain relationships across the wards, assisting the team in the development and maintenance of efficient and effective office procedures and administrative tasks. Ability to plan and prioritise own workload and that of the wards on a daily basis, working mainly without supervision and using own initiative. Maintain effective communication across the wards, taking phone calls and either directing the caller to the appropriate team member or taking messages as required. Administer all office systems to a high standard, both electronic and hard copy, across the service, ensuring they run smoothly through having well planned and organised administrative systems and processes in place. Responsible for utilising the Trusts iProcurement solution to raise requisitions, receipt deliveries and resolve notifications in line with the Trusts procurement policy. Efficient and accurate recording of data on all electronic systems, including the use of and production of reports and documents for team members. Provide cover for other Administrators in their absence through sickness, annual leave or training. Assist with planning and arranging meetings, ensuring all necessary arrangements are made, such as room bookings, refreshments, etc. Attend designated meetings where the information may be complex and sensitive, taking and transcribing minutes. Distribute information prior to and after meetings in a timely way. Type confidential correspondence, reports and other documentation to a high standard within agreed timescales Record, prepare and process records for archiving in a timely manner Manage the Ward Sister/Charge Nurse electronic inbox and action emails as necessary. Work in a collaborative manner with internal services, stakeholders and other agencies. This may occasionally involve processing information that may be sensitive or distressing. Operate office equipment, including printers, faxes, PCs, scanners and telephones. Assist in the preparation, collection, photocopying, printing and processing of materials for management and service information meetings. Manage the distribution of service user and staff communications and wider information across the service as required. Order items/services via the IPROC procurement system and ensure all office stock levels are monitored and audited on a regular basis. Assist with the recruitment, selection and induction process for new staff in conjunction with the Ward Sister/Charge Nurse. Assist in the production and maintenance of clinical rotas via the E Rostering system, including the booking of bank and agency staff. Co-ordinate annual leave and training requirements and ensure records are maintained on ESR. To assist in the monitoring, and investigation of complaints as directed by Ward Sister/Charge Nurse. To maintain staff personnel files. To undertake non-clinical audits as appropriate, e.g. medical records audits. To liaise with maintenance staff to ensure that equipment is in working order. Organise and update notice boards as appropriate. Measure own personal goals and ensure they align to the wider Trust goals and strategic objectives, undertaking relevant personal and professional development activities. Comply with all statutory, legislative and local policies applicable to this post. Support and maintain health, safety and security across the service. Undertake any ad-hoc duties as required by the service. Standard Clauses: The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role and level of the post. The post holder may from time to time be asked to undertake other reasonable duties. Any such changes will be made in discussion with the post holder in the light of service needs. Competence The post holder is responsible for limiting his / her actions to those which s/he feels competent to undertake. If the post holder has any doubts as to his or her competence during the course of his / her duties then s/he should immediately speak to their line manager or supervisor. Codes of conduct All employees of the Trust who are required to be registered with a professional body, to enable them to practice within their profession, are required to comply with their code of conduct and requirements of their professional registration. Those staff that are not required to be registered with a professional body are required to comply with the Trusts codes of conduct. Confidentiality The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business. Records Management All employees of the Trust are legally responsible for all records that they gather, create or use as part of their work within the Trust (including patient, financial, personnel and administrative), whether paper or computer based. All such records are considered public records and all employees have a legal duty of confidence to service users. Employees should consult their manager if they have any doubt as to the correct management of records with which they work. Health and Safety Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992) and all relevant Trust Health and Safety Policies and Guidance. This ensures that the agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors to the Trust. Infection Control Employees must accept personal responsibility and accountability for Infection Prevention and Control practice. Employees should ensure they are familiar with, and comply with, all relevant Infection Control policies for minimising the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory updates in Infection Control. Non Smoking Policy The Trusts approach to smoking is in line with the governments on-going initiatives for an eventual smoke-free environment. It aims to adhere to the Worcestershire Health Community Campaign to help Worcestershire stop smoking. A no smoking environment policy exists within all Trust premises including entrances and exits to hospital buildings and on other Trust property (with the exception of staff resident in staffresidences, as these are the homes of staff). In June 2014 a ban was implanted which meant staff, contractors and volunteers were no longer permitted to smoke in any of the hospital grounds, including car parks. Further to this, The Alexandra, Kidderminster and Worcestershire Royal Hospitals, have all become smoke free to all patients and visitors as of 17 June 2015. This means that, as well as staff, members of the public, patients and visitors are not allowed to smoke in any of the acute hospital grounds, including car parks. Risk Management It is a standard element of the role and responsibility of all employees of the Trust that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, taking appropriate actions, and reporting all incidents, near misses, and hazards promptly. It is a contractual obligation that all employees must co-operate with any investigations undertaken.

1. To assist with the sorting of the day to day incoming mail, taking action or referring back to the senior medical secretary, where necessary. 2. To undertake medical audio/copy typing duties, including outpatient letters to GPs, discharge summaries and other official correspondence. 3. To accept enquiries from clinicians, GPs Health Service and Social Services personnel, other hospitals, voluntary agencies, patients and their relatives. Patient contact by telephone is an integral part of the basic role. To deal with these enquiries or refer back to the Senior Medical Secretary where necessary. 4. To ensure that electronic case notes are as up-to-date and accurate as possible by actively participating in the scanning of patient related documentation at the earliest opportunity. 5. To participate in the use of the PAS system to establish patient information and produce patient documentation as required. 6. To assist in providing cover for other secretaries in the Medical Directorate to ensure continuity of service to Consultant, medical staff, service users and patients. 7. To undertake any photocopying and collation as required. 8. To undertake any other duties as may be required/appropriate by the Senior Secretaries/ Directorate Support Manager.

To deal with all patients and visitors to the department, taking accurate and essential registration details from them. To receive telephone enquiries from all areas of the Trust and other external agencies and also calls from often anxious and distressed relatives and friends of patients whilst at all times maintaining a high level of patient confidentiality. To ensure that all clinical coding of patient information is entered onto the A&E computer system accurately. Registering and admission of patients onto hospital Oasis computer system once they have been transferred to a ward. Tracking and producing hospital case notes on the Oasis computer system. Providing patients with appropriate follow up appointment i.e.: A&E follow up, Fracture Clinic and various Out Patient appointments- provision of hospital unit numbers for the Fracture Clinic and Out Patients and registration of the patient onto the hospital system if they do not already have a unit number. Out of hours provision of unit numbers and NHS numbers for wards for emergency treatment i.e.; Wards Obtaining and relaying accurate information to the on call Manager where appropriate out of hours. Dealing with bereaved relatives and friends who are booking Mortuary viewings and obtaining relevant information from them tactfully and compassionately and ensuring that the appropriate people are informed of diary bookings. Ability to work both independently and as a part of a team in sometimes stressful and traumatic situations. Preparation of notes for optical scanning and scanning notes onto optical scanner. Ability to prioritize workload according to demands of the department. Retrieval of existing A&E records at the request of medical and nursing staff in the department. Finding relevant cover for reception staff sickness at short notice. Retrieving audit notes at the request of A&E medical and nursing staff. Referring patients to a member of medical or nursing staff if their condition gives cause for concern. To be able to deal with all sensitive situations that may arise with tact and understanding and observe absolute confidentiality of all information obtained in the course of work. Maintain accurate patient records within the department ensuring that all blood forms, x-ray reports etc are filed appropriately. Mentor new members of staff. To be conversant with Trust computer software packages i.e.: e-mail, intranet and Patient Information System EZ Notes. To comply with Trust Policies and Procedures.

1 To assist with the sorting of the day to day incoming mail, taking action or referring back to the senior medical secretary, where necessary. 2. To undertake medical audio/copy typing duties, including outpatient letters to GPs, discharge summaries and other official correspondence. 3. To accept enquiries from clinicians, GPs Health Service and Social Services personnel, other hospitals, voluntary agencies, patients and their relatives. Patient contact by telephone is an integral part of the basic role. To deal with these enquiries or refer back to the Senior Medical Secretary where necessary. 4. To ensure that electronic case notes are as up-to-date as possible by actively participating in the scanning of patient related documentation at the earliest opportunity. 5. To participate in the use of the PAS system to establish patient information and produce patient documentation as required. 7. To assist in providing cover for other secretaries in the Medical Directorate to ensure continuity of service to Consultant, medical staff, service users and patients. 8. To undertake any administration duties as required. 9. To undertake any other duties as may be required/appropriate by the Senior Secretaries/ Directorate Support Manager.

To be responsible for providing a comprehensive and confidential administrative service to the theatre manager, including dealing with sensitive and confidential information relating to staff. To deal with incoming mail on a daily basis, including assigning priority and/or taking action without consultation with the Theatre Manager. To maintain the Theatre Managers diary, and book venues for meetings as appropriate. To undertake typing duties including correspondence generated by the Theatre Manager and the Team Leaders. To undertake and send out recruitment letters, including requests to attend interviews, reference requests, DBS applications, job offers and contracts. To print off any forms or new starter information for new members of staff to the department as required. To deal with general telephone enquiries, e-mail correspondence and other enquiries for the Theatre Manager in their absence. Prioritise e-mails and telephone enquiries and either respond, or seek assistance as appropriate. To liaise with medical secretaries regarding the timely production of theatre lists, cancellations, changes and any other alterations. To maintain an accurate record of Consultants annual leave thereby helping to ensure maximum utilisation of theatre sessions. To maintain the theatre schedules on a daily basis on both Bluespier and the Intranet, liaising with secretaries and Managers as necessary. To liaise with theatre staff, Ward 1 and Anaesthetic department regarding any changes to schedules and to keep them informed of extra lists that need staffing. To maintain an accurate record of theatre activity to include cancellations, and the reasons for cancellations etc. To produce timely, accurate and numerate reports as requested. To inform the appropriate managerial staff of all details relating to cancellations of theatre patients on a daily basis. To co-ordinate, assist and re-allocate accordingly for Theatre Maintenance annually. To assist the theatre staff with Bluespier as necessary. To update Bluespier as per the data quality report with missing theatre times. To supervise and delegate appropriate clerical duties to the theatre administrative assistant and provide cover as necessary. General duties: To provide general administration support for the department. To take and produce minutes at Theatre Unit Meetings and produce agendas. To maintain patient and staff confidentiality at all times.