Job summary
- Main area
- Haematology
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 318-24-D&S-T2035
- Employer
- Gloucestershire Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Gloucestershire Royal Hospital
- Town
- Gloucester
- Salary
- £26,530 - £29,114 per annum
- Salary period
- Yearly
- Closing
- 07/01/2025 23:59
Employer heading
Supervisor Secretary, Band 4
NHS AfC: Band 4
Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.
As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.
As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.
By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.
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Job overview
HAEMATOLOGY Supervisor Secretary B4 - 37.5 hours per week.
An exciting position has arisen in the busy Haematology Department for a Full-Time (37.5 hours) B4 Supervisor Secretary.
The ideal candidate would be someone who has excellent organisational and communication skills together with a strong, proven secretarial and supervisory background,Ìý preferably within the NHS.
The post-holder should have the drive and commitment to join our administrative team in assisting our Haematology team in delivering an excellent service to our patients and their relatives at a most sensitive and challenging time.
This opportunity will be challenging but yet a rewarding post working in a busy environment with plenty of patient contact covering cross-county.
Main duties of the job
Overseeing a team ofÌý secretaries, clerical officers and an apprentice across 2 sites,Ìý the post-holder will provide and supervise an efficient, confidential and professional administration and secretarial service to the Haematology clinical team.
The successful candidate will be self-motivated, enthusiastic and be able to demonstrate the following:
- Have excellent verbal and written communication skills.
- Have good organisational and diary management skills.
- Possess the ability to prioritize their own workload within a tight deadline together with their junior co-workers.
- Manage a team working on two sites.
- Cope well under pressure.
- Work well within a team and on their own.
- Demonstrate initiative and flexibility together with good attention to detail.
You will work closely with the Haematology consultants and nursing teams to help them provide the best possible care for our patients across Gloucestershire.
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Working for our organisation
Gloucestershire Hospitals NHS Foundation Trust based at both Gloucestershire Royal Hospital and Cheltenham General Hospital.
Our Haematology Department is based in both Gloucestershire Royal and Cheltenham General hospitals with the admin team working across both sites.Ìý
As supervisor, you will be required to split your time between both sites to provide support and oversight to the admin teams.Ìý
Detailed job description and main responsibilities
Supervise the team of secretaries to ensure that all clinic transcriptions, patient communication and medical/legal reports are produced accurately, in accordance with local and national guidelines and despatched in a timely manner.
Co-ordinate the distribution of digital voice recognition transcriptions throughout the secretarial team, ensuring that the work is equally distributed and is undertaken accurately.
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.
Hold regular team meetings to cascade information, resolve problems, identify and work on service improvements as well as praising the team.
Responsible for creating, maintaining and distributing service rotas, including rotas for both clinical staff and clerical staff. ÌýTo ensure that cover arrangements are robust for absences/annual/sick leave in order that service provision is maintained.
Take part in the recruitment process to ensure the team is appropriately resourced. ÌýEnsure appropriate induction and supervision and training plans for new staff to ensure a supported entry to the team.
Undertake appraisals for the team and ensure the team maintain their mandatory training records.
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See main Job Description Ìýfor full details
Person specification
Qualifications
Essential criteria
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- Typing Qualification or demonstrable experience (min 40 wpm)
- Medical Secretary Diploma or equivalent experience
Desirable criteria
- NVQ in Administration level 3 or equivalent
Experience
Essential criteria
- Appropriate experience managing a team or supervising staff in a hospital or office environment
- Previous secretarial experience including accurate audio typing. Previous experience and understanding of medical terminology
Skills and Knowledge
Essential criteria
- Excellent communication and interpersonal skills with ability to communicate clearly and effectively
- Excellent organisational skills to manage own workload and assist clinical team/department/consultant etc in running a smooth service
- Knowledge and awareness of Health and Safety issues, Risk Management, and Data Protection Act
- Motivated and innovated, taking the lead on service improvement and new ways of working/delivering targets
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Jennifer Wike
- Job title
- Administration Manager
- Email address
- [email protected]
- Telephone number
- 0300 422 4029
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