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Job description

An opportunity has arisen for a full time Medical Secretary in Ophthalmology within Universities Hospitals Coventry and Warwickshire NHS Trust.

We are seeking to appoint a Medical Secretary with the following skills and experience: -

• Working within a senior admin role with secretarial experience
• Excellent communication skills both verbally and written
• Good team player who is also able to work on own initiative
• Good Organisational Skills
• Ability to stay calm under pressure
• Professional approach
• Flexibility and Commitmen

To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust’s Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.

This is a full time post and may include working evenings and weekends. There may also be a need to work at St Cross and UHCW.
Before applying, we encourage you to review the Trust’s Values and Behaviour’s Framework and Values Based Recruitment Fact sheet which can be accessed on the right side of this page under the job description.

The Supporting Information Section in your application should therefore reflect your understanding of the Trust’s Values and associated Behaviors. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.

You will need to be proficient in the use of standard Microsoft Office packages. In addition to this, experience in the use of patient administration systems would be advantageous.

To act as a senior point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained.

To ensure, wherever possible, that all clinical documentation is up-to-date, in an orderly fashion and available whenever clinical decisions are being made, reporting exceptional circumstances where necessary. This will require: effective collaboration with all relevant personnel to maintain an
efficient administrative system; prompt transcription, manipulation and distribution of appropriate correspondence.

As part of our commitment to patients and delivery of a world class service for all we have created the UHCW Improvement (UHCWi) System in partnership with the Virginia Mason Institute in Seattle; this involves a structured approach to removing waste and putting the patient first using a lean management system and methodologies. Our culture and ways of working reflect and embed the practices and methodologies of UHCWi. You are expected, where identified, to attend and complete relevant training and development opportunities to support this. This may include Lean for Leaders, Advanced Lean Training, and the Human Factors Programme, amongst others.

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence®designated organisation – please click the link for further details about this prestigious award.Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

To ensure the effective organisation of all patients under the care of the consultant and his/her team in accordance with Local and National policy and targets. This will require effective collaboration with: the Booking Centre and Patient Access team to ensure the waiting list is up-todate and accurate at all times; Outpatient Access team and General Managers to monitor the utilisation and effectiveness of outpatient clinics, ensuring that
established Patient Access Policy and procedures are adhered to; Theatre, Diagnostic and Ward teams to ensure that the elective care pathway for all patients is seamless and sensitive to their needs.

To support team members. This will require: demonstrating and explaining Departmental practices and procedures; undertaking appropriate training and development with new and existing staff ensuring high standards of practice are maintained at all times; providing cross-cover on a
reciprocal basis in the absence of colleagues and providing day to day supervision where required.

To implement and maintain an efficient office management system/procedures to enable the consultant and his/her team to optimise their patient care services. This will require: effective management of the consultant’s time, managing schedules and leave arrangements ensuring appropriate and timely communications with all relevant personnel;
arranging meetings/events; composing and transcribing minutes proactively ensuring actionpoints are raised and completed, preparation of correspondence and reports; effective management of the consultant’s office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems; ensuring office equipment and stationery levels are maintained, processing orders as required.

To continually contribute to patient and business improvement Agendas.
This will require: undertaking any project work as directed, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising
relevant Trust IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may include PMS (iPm from June 2007), CRRS, Opera, CRIS, Ultra, Respond, IMPAC etc. Share ideas for potential service
improvement.

For further details of the role please see the attached job description.