Medical Secretary Team Leader - Small Joints

Employer: The Royal Orthopaedic Hospital NHS Foundation Trust

Employer type: NHS

Site: The Royal Orthopaedic Hospital NHS Foundation Trust

Town: Birmingham

Salary: £29,970 – £36,483 per annum pro rata

Salary period: Yearly

Closing: 24/02/2025 08:00

Medical Secretary Team Leader – Small Joints

NHS AfC: Band 5

Job Overview

As the Team leader, the post holder will be responsible for supporting the Trust in the delivery of performance targets. They will manage the Secretarial team effectively on a day-to-day basis and take the lead on the development and modernization of the service. Participation in the implementation of process changes to actively promote and enhance the patient experience is essential. The post holder will coordinate the delivery of national performance targets related to the 18 weeks targets, ensuring all patients on the Trust patient tracking list (PTL) are treated within national waiting times and that all planned elective theatre activity is fully utilized.

Main Duties of the Job

1. Deputise for the Clinical Services Support Manager.
2. Develop and continuously review processes and systems within their area to ensure quality of service delivery.
3. Develop and monitor key performance indicators, improving quality and patient experience.
4. Support the team in delivering national performance targets related to the 18 weeks, Choose & Book, and cancer targets.
5. Liaise with medical staff and multidisciplinary teams to ensure effective use of outpatient and inpatient capacity.
6. Coordinate appointments/dates for patients appearing on the PTL.
7. Validate PTLs weekly to maximize data quality.
8. Ensure all planned elective theatre activity is fully utilized.
9. Represent the medical secretarial body and escalate unmanageable issues.
10. Work with medical teams to ensure all patients are treated within national waiting times and coordinate additional clinic sessions as appropriate.

Working for Our Organisation

The Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe, offering planned orthopaedic surgery to local, national, and international patients. Our Trust is unique, delivering world-class services while providing exceptional patient and staff experiences. We are committed to growing an inclusive culture, celebrating differences, and supporting our people in the workplace.

Detailed Job Description and Main Responsibilities

1. Deputise for the Clinical Services Support Manager.
2. Develop and continuously review processes and systems within their area to ensure quality of service delivery.
3. Develop and monitor key performance indicators, improving quality and patient experience.
4. Support the team in delivering national performance targets related to the 18 weeks, Choose & Book, and cancer targets.
5. Liaise with medical staff and multidisciplinary teams to ensure effective use of outpatient and inpatient capacity.
6. Coordinate appointments/dates for patients appearing on the PTL.
7. Validate PTLs weekly to maximize data quality.
8. Ensure all planned elective theatre activity is fully utilized.
9. Represent the medical secretarial body and escalate unmanageable issues.
10. Work with medical teams to ensure all patients are treated within national waiting times and coordinate additional clinic sessions as appropriate.
11. Escalate potential capacity issues to the Clinical Services Support Manager, in line with patient access protocols.
12. Manage the administration of the waiting list in accordance with the Trust’s Patient Access Policy.
13. Oversee the day-to-day management of the administration function within the designated team.
14. Ensure accurate data entry of patient information onto PAS, in case notes, and filing systems.
15. Promote team working across all departments.
16. Assist the Clinical Services Support Manager in budget control.
17. Attend and prepare for the Trust weekly theatre 6 4 2 activity meeting in relation to representing the spinal service.
18. Resolve staffing issues, undertake appraisals, manage disciplinary and grievance matters, and recruitment and selection.
19. Manage information relating to staff annual leave and sick leave.
20. Ensure continuous personal development and identify areas for personal development to achieve high standards.
21. Hold monthly team brief sessions and conduct one-on-one meetings to support development needs.
22. Devise and promote in-house departmental induction for all new staff.
23. Plan for future requirements, e.g., annual and maternity leave, to ensure continuity of service provision.
24. Liaise with other managers to ensure team working across disciplines and clarity within the patient access service.

Person Specification

Education/Training

• Knowledge of Microsoft Office Packages and other IT skills acquired through training and practical experience.
• Excellent understanding of general office working procedures.
• Knowledge and extensive experience using various patient healthcare systems, including the Patient Access System.
• 4 GCSEs (C and above) or equivalent.
• Basic numeracy or literacy qualifications.
• RSA Stage 3 typewriting, word processing, or equivalent.
• Evidence of self-development, e.g., continuing professional development portfolio.
• Willingness to undertake any training required for further development of the role/function.

Experience and Attainments

• Good secretarial experience, preferably in healthcare.
• Experience in audio-typing.
• Customer care experience.
• Knowledge of secretarial procedures.
• Good understanding of software programs.
• Good understanding of medical terminology (and the ability to reach the required standard in medical terminology by the end of a 12-month period).
• Currently or recently a medical secretary, PA, or similar job role.

Skills and Aptitudes

• Excellent command of English.
• Excellent relationship-building and networking skills for working with a wide variety of people.
• Ability to supervise staff.
• Approachable and supportive towards colleagues.
• Sound decision-making skills.
• High standard of grammar and spelling.
• Able to prioritize and well organized.
• Empathetic approach to managing and resolving inquiries.
• Supportive team member and patient-focused.
• Calm and confident.
• Able to resolve complex and difficult problems.
• Able to communicate sensitively and tactfully with patients and carers.
• Able to concentrate for long periods while transcribing audio tape.
• Able to prioritize and share the workload of the team effectively.
• Understands the limits of own responsibilities.
• Ability to create and manage rotas.

Personal Qualities

• Punctual and professional.
• Flexible attitude.
• Self-motivated, enthusiastic, and accessible.
• Confident in dealing with people at all levels.
• Must be able to demonstrate behaviors consistent with the Trust’s values.

Special Requirements

• The post-holder will be required on occasions to perform tasks outside of the designated department; therefore, flexibility is key.

Knowledge

• Knowledge of good practice and systems of work within the secretarial/PA field.
• Knowledge of Health and Safety in the Workplace.
• Ability to complete mandatory training modules.
• Understanding of confidentiality and data protection.
• Knowledge of NHS policies.
• Knowledge of the Trust’s values.

Employer Certification / Accreditation Badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020, and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

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