Vascular Secretary, Band 3 in Gloucester

An exciting opportunity has arisen in the Vascular department for a Band 3 Medical Secretary based at Pullman Court, Gloucester Royal Hospital. The successful candidate should be able to work proficiently in a fast-paced environment and have exceptional organisational skills with the ability to effectively manage their own workload. We are looking for someone to provide a comprehensive administrative service to busy consultant surgeons and our patients. Applicants must be flexible to meet the needs of the service and have a positive approach to their work.

The Vascular Network provides specialist cover for Gloucester Royal as the hub with Swindon Hospital as a spoke. Both sites are extremely busy and require an energetic but exceptionally organised person to join our specialist team. If you like to be kept busy, enjoy variety and have good attention to detail whilst under pressure, then you could be the person we are looking for to enable us to deliver an excellent service. (Fridays are mandatory due to service requirement)

Main duties of the job

• Transcription - Audio typing correspondence to patients, GPs and medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Secretary Supervisor.
• Referrals and Booking - Maximising capacity by ensuring that slots are used and flagging up any issues to the Secretary Supervisor.
• Outcomes and Results - To ensure that RTT guidelines are achieved for patients, checking of clinic outcomes to ensure accuracy, ensuring that the necessary action is taken for patients that are required to attend for further investigations, outpatient attendances, x-ray, blood tests etc., and ensuring systems of work are in place to ensure the results are shared in a timely manner with the relevant clinician.
• Admissions/Procedures - Ensure the allocation of patients added to the waiting lists correctly and ensure that patients do not breach their target waits in accordance with local and national guidelines. Take proactive action to resolve or elevate any concerns with waiting lists.
• Specialty Specific Support - Frequent contact with the team throughout the day to ensure progress of work and resolve queries/issues, escalating to the Pathway Navigator as appropriate. Ensure all correspondence between the Network is uploaded to both systems.

About us

We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.

With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one or both of our innovative hospitals.

As well as generous annual leave allowance, you will have access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.

Job responsibilities

For full details of the job role and main responsibilities, please see attached job description & person specification.

Person Specification

Qualifications

• Educated to GCSE level - Minimum Grade C in Maths and English.
• Experience of Microsoft Office, including Outlook, Word, Excel and PowerPoint.
• Medical Secretary Diploma or equivalent experience.
• Experience of typing clinical letters including medical terminology.

Knowledge

• Clear communicator with excellent writing, data entry and telephone communication skills. Capable of constructing and delivering clear information/instruction to a wide range of people.
• Problem-solving skills and ability to respond to sudden unexpected demands.
• Knowledge of or an ability to understand clinical pathways in relation to RTT.
• Excellent written communication skills including accurate grammar, spelling and punctuation.
• Knowledge of NHS systems.

Experience

• Proven administrative experience, including initiating and maintaining office systems.
• Experience of handling telephone enquiries.
• Experience of planning and organizing administrative tasks.
• Experience of managing own workload.
• Experience of managing patient pathways, waiting lists or appointment processes.
• Experience of working with RTT targets or performance standards.

Personal Attributes

• Ability to work effectively as part of a team and able to work autonomously, working to tight deadlines.
• Excellent attention to detail with ability to input data accurately.
• Flexible approach to role, commitment and ability to learn new skills.
• Empathy and compassion to relate sensitive and confidential information to relatives or patients.
• Ability to remain calm, professional and effective in a demanding environment.

Disclosure and Barring Service Check

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 (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Gloucestershire Hospitals NHS Foundation Trust

£25,760 to £27,476 a year (pa, pro rata if part-time)