Secretary Supervisor, Band 4 in Cheltenham

The post-holder will lead and supervise the Breast Secretaries whilst providing an efficient, confidential and professional secretarial service to the specialty teams. The post-holder will supervise all administrative processes of the Breast Secretaries on a day-to-day basis. They will also supervise the planning and prioritisation of secretarial administrative tasks. This will include administration and secretarial support to enable provision of patient care and specialty services.

Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of an Administrative Support Team and will report to the Lead Coordinator.

Main duties of the job:

• Supervision and management of the breast secretary team on a daily basis.
• To assist in recruitment and retention of administrative staff and ensure appropriate induction, training and support.
• To undertake appraisals and ensure all administrative staff have Personal Development Plans and receive appropriate training.
• To manage staffing issues such as sickness absence and time-keeping.
• To communicate relevant information to staff and have regular team meetings.
• Ensure that the team is aware of relevant Trust policies and procedures relating to service delivery.

Job responsibilities:

• To manage service cover, co-ordinating leave and distributing workloads evenly among team members.
• To ensure all new staff receive appropriate induction, training and support.
• To undertake and participate in any training and coaching activities for the allocated staff.
• To ensure that all breast secretary procedures are adhered to and updated appropriately.
• To liaise with consultant teams, secretaries and other units regarding patient queries.
• To have an overview of the clinic letters that are required, have been generated and those requiring approval prior to being sent.
• To ensure all paper documentation is appropriately stored by all staff.
• To alert the Lead Coordinator in a timely fashion of any potential problems or risks to the service.
• Support the development of new processes for the service with a view to continuously improving the patient experience.
• Works with Lead Coordinator to create and prepare reports relating to service delivery and performance.
• To supervise the implementation of all newly introduced systems aimed at improving secretary services.
• Transcription and typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts.
• Tracking of results/appointments and highlighting to the clinical team members any results, correspondence or patient queries that need response.
• Overseeing and managing inpatient waiting lists alongside the utilisation of theatre lists.
• Checking of clinic outcomes to ensure accuracy.

Qualifications, Knowledge and Experience:

• Educated to GCSE Grade C or above in Math and English.
• Medical Secretary Supervisor Experience.
• Accurate typing and audio skills.
• IT experience in Microsoft Office.
• Experience or qualification in medical terminology.
• Proven organisational skills.
• Excellent interpersonal skills.
• Ability to work flexibly with a team.

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such 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.