Head & Neck Secretary Supervisor, Band 4

at  Gloucestershire Hospitals NHS Foundation Trust

Key Result Areas Transcription - Coordinating the distribution of transcription throughout the various teams, ensuring that the work is equally distributed and is undertaken accurately and in a timely manner - Supervise the secretaries and audio typists to ensure that all typing, patient communication and medical legal reports are produced accurately, in accordance with local and national guidelines and dispatched in a timely manner - Assist the Unit Coordinators in the provision of training where required and when correspondence does not reach required standards - Undertake transcription responsibilities within a nominated team Outcomes and Results - Assist the Unit Coordinators to ensure that results, correspondence and patient queries are dealt with accurately and promptly. - Ensure through effective supervision and coaching of the secretaries that the necessary action is taken for patients that are required to attend for further investigations, outpatient attendances, x-ray, blood tests etc., and ensure systems of work are in place to ensure the results are shared in a timely manner with the relevant clinician Additional Responsibilities: - Assist the Unit Coordinators with the management of Appraisals and Mandatory Training, ensuring timely compliance with Trust targets - Frequent contact with secretarial / audio typing teams to ensure progress of work and help resolve queries / issues - To highlight bottlenecks within the service, communicating regularly with the Unit Coordinators, and where possible, suggesting and implementing solutions - The post holder must at all times respect patient confidentiality in line with the requirements of the General Data Protection Regulation (GDPR), and abide by all Statutory and Trust policies and procedures - The post holder will be expected to work without direct supervision and will be expected to liaise and communicate as appropriate with various disciplines. - The post holder will be required to undertake any other duties according to the needs of the service. This job description is not intended to be an exhaustive list of activities, but rather an outline on the main areas of responsibility.
Any reasonable changes will be discussed and agreed with the post holder before variations to the job description are made Knowledge Skills and Experience Required - Educated to GCSE grade C or above (or equivalent) in literacy and numeracy - Medical Secretary Diploma or equivalent experience - Experience of / or a qualification in medical terminology - RSA level 3 or able to demonstrate equivalent skill (proficient and accurate audio typing skills minimum 60wpm) - Proven supervisory experience - An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls - Excellent interpersonal skills for dealing with people internal and external to the organisation - Excellent written and verbal communication skills with a good command and understanding of English, punctuation and grammar - Ability to work flexibly within a team - Ability to use own judgement and initiative - Ability to identify and advise on training needs - Excellent IT skills; good working knowledge of MS Office to include Word, Access & Excel - Good working knowledge of TRAK, Infoflex & other related systems - Good attention to detail with ability to multitask - Ability to work well under pressure, prioritise workload effectively and resolve unforeseen problems as they occur Communication and Working Relationships General Managers Deputy & Assistant General Managers Secretarial / Admin staff Unit Coordinators Consultants and multi-disciplinary teams Ward Staff Health Records staff Central Booking Office staff Systems Management teams: IM&T, Trak Physical / Mental / Emotional Effort and Working Conditions - Use of Visual Display Unit (VDU) on a daily basis - Requires frequent spells of concentration through a work pattern which can be unpredictable. Priorities often change during the day and there is a need to be very flexible in order to change direction throughout the day - Managing conflicting priorities - Occasional exposure to distressing or emotional circumstances, e.g. dealing with distressed patient

Please refer the Job description for details