Secretarial Team Leader

Secretarial Deal with complex and escalated enquiries by letter/e-mail/ telephone from parents patients, GPs, other hospitals, police, solicitors (via medical records / legal departments), other consultants, unit management, etc. It is essential that facts are assimilated and appropriate action / advice is given. Ensure consultant / medical / nursing staff are contacted as appropriate. Provide effective first line communications both within the Trust and between the hospital, GPs, patients and all other relevant external agencies and organisations. Take responsibility for any actions required. Communicate with an appropriate degree of urgency to other team members. Be responsible for ensuring all the consultants commitments (including ones held at other Trusts/organisations) are reduced/ cancelled when necessary adhering to relevant procedures and deadlines. Collate on-call rotas as necessary. Attend to any additional administration as generated by the consultant team including diary management, booking and cancelling meetings, appointments and travel arrangements as required. Take minutes for committees/meetings/away days attended by consultants, transcribe and distribute. Ensure any necessary documentation is collated and distributed in advance if required. Attend meetings and take minutes as required by Consultants / team. Maintain data bases/spread sheets containing patient information as required by the consultant/team. Update RTT in accordance with trust guidelines and ensure accurate patient pathways, investigating and correcting errors as required. Assist the performance team with data management utilising PAS and other departmental databases. Utilise outpatient and inpatient PTLs to track patients through pathway. Monitor and track the diagnostic investigations bringing the results to the attention of clinical staff as soon as available. Arrange follow up as appropriate. Type dictation from audio/hand written notes of clinical letters, theatre notes, medical reports, rotas and general correspondence ensuring they meet locally agreed standards. Type dictation from shorthand/audio/hand written notes, of clinical letters, discharge summaries, theatre notes, medical reports, rotas, references and general correspondence including administration and, when required, minutes for committees/meetings attended by their Consultant. Type child protection reports/court reports and police statements. Ensure that clinic letters are typed and sent out in accordance with the locally agreed standards. General office duties Supervision Act as supervisor for staff providing support when necessary, e.g. when staff experience problems with work, medical or personal issues. Responsible for ensuring work is appropriately allocated to staff on a daily basis in order to meet changing priorities and organisational requirements. To assist the Service Co-ordinator in the recruitment and selection process for new staff. Joint responsibility for ensuring that all administrative and clerical staff are adequately trained and developed and have completed the relevant mandatory training including PDRs. Support the induction and training of staff to the team. Monitor sickness and absence records, taking appropriate action in line with sickness and absence policies and undertake return to work interviews. Responsibility to assist the Management team by initiating first line action in potential disciplinary and capability cases. Monitor KPIs and undertake quarterly performance reviews with support staff Authorise and co-ordinate annual leave ensuring sufficient cover across the service. Inclusive Recruitment & Selection We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change. We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net Trust Values The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values: Compassion leading by kindness and showing empathy, understanding and respect Accountability striving to do the right thing and owning responsibility Respect value differences, tackling inequality and fostering a culture of inclusion Excellence delivering a high-quality standard of care