Job summaryTo work flexibly as part of a team, providing full and comprehensive secretarial administrative support for the Clinicians and Medical Secretaries, within the Pain and MSK Service, in accordance with National targets and the Trust's Patient Access Policy.Main duties of the jobUndertaking a range of secretarial and administrative duties for the services, to ensure patients' health records are maintained to the highest standard. To ensure appointments and supporting clinic correspondence are sent to patients and other medical professionals in a timely manner. All contact with patients will be dealt with effectively and efficiently. The use of various IT systems and packages will be pivotal to this role, including PAS, TPro (digital dictation system) and Microsoft Office packages.About usThe Royal Orthopaedic Hospital NHS Foundation Trust is one of the largest specialist orthopaedic units in Europe. We offer planned orthopaedic surgery to people locally, nationally and internationally.Our Trust is a very special hospital; big enough to deliver world class services and small enough to offer exceptional patient and staff experience. We offer a working experience unique in the West Midlands and we're always on the lookout for passionate people to join our award-winning team.The ROH is an equal opportunities employer. We employ people of difference and are committed to growing an inclusive culture, where difference is celebrated, and people feel able to bring their whole and authentic self to work.We are a Disability Confident Leader and offer a range of inclusive, family friendly and flexible working arrangements and policies, to support our people in the workplace. Flexible working requests will be considered.The Trust is committed to the Disability Confident Interview Scheme and will offer an interview to disabled applicants who meet the minimum criteria for a vacancy and consider them on their abilities.If you have a disability and need any support with your application or require any reasonable adjustments to be implemented please do get in touch with the Recruiting Manager for this position so that the team can support you.Job descriptionJob responsibilitiesProvide a comprehensive assistant secretarial service to clinicians and clinical teams in conjunction with the Senior Team Secretaries.Audio typing of clinical dictation, using TPro digital dictation system.Responsibility for the timely workflow of clinical dictation throughout the departments and for supervising the workload of the Band 2 admin support clerks.To type ad hoc departmental correspondence.To have knowledge of the Trusts Did Not Attend policy and to ensure procedures are followed correctly.Receive phone calls from patients, relatives and GPs. Ensure they are dealt with in a timely manner or passed to the appropriate secretary as required, maintaining the highest possible customer care at all times.Ensure regular data cleansing is carried out on Trust systems such as PAS and Theatreman as required.Communicate with other departments across the Trust as required.Transcribe or paste correspondence / reports into Trust systems when required.Liaise with hospitals and GP surgeries for information.Photocopying and faxing/emailing documents as required.To open and distribute post, prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all e-mail correspondence.Track case notes in and out of departments.Ensure loose filing is amalgamated with case notes within the department or health records.Liaise with appropriate staff in making routine appointments or cancellations as directed by the Medical Secretaries and Management Team.To report equipment faults to IT department, particularly in respect of digital dictation system and equipment, using online hospital IT portal or by telephone.Request radiology images as required by clinicians, using IEP electronic system.To deputise for the Medical Secretaries on an ad hoc basis, for annual and sick leave.To participate in personal appraisals and personal reviews and work to achieve agreed set objectives.To participate in appropriate training and development activities.Person SpecificationQUALIFICATIONS AND TRAININGEssentialAble to demonstrate good basic education (English language GCSE or equivalent)OCR/RSA II or equivalent typing qualificationAudio typing experienceEXPERIENCEEssentialRelevant practical experience working as a Secretary/AdminArticulate/experience of communication with varying levels within an organisationWorking within a team structure in a busy environmentDesirablePrevious experience of working in an NHS environmentSKILLS AND KNOWLEDGEEssentialKnowledge and understanding of Medical Terminology18 week RTT knowledgeAdvanced word processing/keyboard skillsAudiotyping of complicated medical documentsDesirableCustomer care experiencePERSONAL QUALITIESEssentialTeam playerConscientious and hard workingAbility to deal with distressing/emotional situationsFlexibleReliableAbility to identify changing prioritiesPlan and organise routine activitiesDisclosure and Barring Service CheckThis 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.Certificate of SponsorshipApplications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).Employer detailsEmployer nameThe Royal Orthopaedic Hospital NHS Foundation TrustAddressRoyal Orthopaedic HospitalBristol Road SouthBirminghamB31 2APEmployer's websitehttps://www.roh.nhs.uk/ (Opens in a new tab)