Blood-Borne Virus (BBV) Medical Secretary - INTERNAL in Swansea

An exciting opportunity has arisen within the Blood Borne Virus Service for a Medical Secretary. To provide a comprehensive, high quality medical secretarial and administrative service to the Department, team and specialist teams, will provide an expert administration service to the clinical specialty and its associated work streams. The post holder will support health professionals and other staff with the creation of best practice and processes, supporting diary management, co-ordination of workload and of appointments and admission related information for patients and carers and other health professionals.

• Co-ordinate and maintain arrangements to facilitate the patient’s progression along a defined pathway.
• Maintain the office organisation and monitor the workload related to the administration team.
• Collect and collate information relevant to the patient and the service, for example waiting times, RTT, DNA/CNA statistics, backlog and length of stays as well as delayed transfers of care etc and report on statistics as directed by the line manager.
• Lead and contribute to the effective application of administration skills in their area of work with a high degree of technical proficiency and will ensure that the speciality maintains an efficient throughput of work.
• Ensure all administration duties relating to the patient pathway are adhered to as per the department Standard.

Main duties of the job:

• Using own knowledge and experience to maintain and improve the office organisation.
• Will plan own time to ensure that patient pathway administration is a priority ensuring the patient pathway is followed through to completion.
• Responsible for informing and updating the team with relevant information, making self and others aware of data related to tasks and activity.
• Coordinate duties and tasks remotely as a Medical secretary could be at various locations across the Health Board.
• Monitor, share and coordinate workload for the team as necessary with the aim to reduce delays and backlogs when appropriate.
• When required arrange meetings and associated paperwork, taking and transcribing minutes, distributing agendas, paperwork and approved minutes effectively in a timely manner.

Qualifications:

• Essential criteria: Educated to vocational level 4 or able to demonstrate the equivalent level of knowledge skills and experiences, RSA /OCR level 3 or equivalent qualification/experience, Knowledge and ability to use Microsoft office applications, Medical Terminology.
• Desirable criteria: Knowledge of Referral To Treatment process (RTT), ILM Level 2.

Experience:

• Essential criteria: Experience of coordinating administration activities, Experience of working as a medical secretary, Experience of organising workload and people.
• Desirable criteria: Experience of working in within the NHS.

Aptitude and Ability:

• Essential criteria: Excellent communication skills, Excellent customer service skills, Minute taking experience, Excellent organisational skills.
• Desirable criteria: Ability to speak Welsh.

Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.

Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.