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Clinical Secretary30 - 37 hours per week, Permanent£24,775 - £26,716 per annum

An exciting opportunity has arisen for an enthusiastic team player with exceptional people skills to join our team of dedicated Clinical Secretaries.

About usWigan and Leigh Hospice is a well-established charity which has been operating since 1983. We provide a wide range of palliative care services to people with advancing life-limiting illnesses of any diagnosis and to those people important to them. The support we offer is tailored to meet individuals’ physical, social, spiritual and emotional needs.

About the roleWe are looking for an experienced Secretary to provide secretarial and administrative support to the Hospice medical and clinical teams ensuring the provision of an efficient and reliable service.

The role will involve dealing with important and sensitive information in a confidential way interacting with members of the public in a compassionate and tactful way and the accurate use of computerised patient record systems. Attention to detail is a given.

The successful candidate will be educated to GCSE Level 4 (or equivalent) in English, have knowledge of medical terminology and experience of secretarial work in a healthcare setting. They will have strong people skills with the confidence to communicate with patients, family members and professionals face to face and over the telephone, possess excellent organisation skills with the ability to work effectively in emotionally demanding situations.

We are looking for someone who demonstrates the hospice values: Compassion, Accessibility, Respect, Excellence. If you feel you could add value to our team we would like to hear from you. If appointed you will be joining a hospice which achieved Outstanding in the last CQC inspection.

A Disclosure and Barring Services Check (DBS) will be required.

We are proud to offer a wide range of benefits, including:

• A warm and welcoming working environment,

• Competitive rewards package,

• Hybrid approach to working,

• 35 days annual leave inclusive of bank holidays,

• Contributary pension scheme,

• Free car parking,

• Subsidised lunches,

• Cycle to Work Scheme,

• Shopping, leisure and holiday discounts

• On demand GP,

• A range of Wellbeing initiatives,

• Excellent training and development opportunities.

Existing membership of the NHS pension scheme may be transferable to this post if contributions have been made within the last 12 months.

The available role This is a permanent, full-time role working 30 - 37 hours a week. Hours will be agreed with the successful candidate, typically working Monday to Sunday 8.30am – 4.30pm (1 in 3 rotation weekend work). A weekend enhancement will apply.

How to applyApplicants should complete the application form at the bottom of this advert and return it with a supporting letter to hr@wlh.org.uk.

Closing Date: 19th October 2023

We are committed to protect the privacy and security of your personal information. To see how we do this please visit our website and read our “Role Applicants Data Protection Compliance Statement (Privacy Notice)”.

Job Description, Job Title: Clinical Secretary

Reports to: Team Leader- Clinical Secretaries, Base: Wigan and Leigh Hospice

Objectives Typical Tasks

Secretarial

• Provide effective, responsive, reliable secretarial and administrative support to clinicians.


• Respond to telephone enquires with professionalism, compassion seeking proactive response to meet the caller’s needs.


• Attend and transcribe Clinical meetings including MDT


• Liaise with outside agencies to obtain key information on patients to support clinicians.


• Receive referrals to WHISPAR SPOA and process in line with agreed administrative process.


• Produce accurate, succinct, and professional clinical letters.


• Support the management of room availability for wellbeing appointments.


• Be a point of contact for the bereavement support team.


• Liaise with bereavement volunteers to allocate appointments to clients waiting on their caseload.


• Send invitations to group sessions.


• Block book appointments for clients attending for complementary therapies


• Send appointment letters for the counselling service.


• Support the organising of the remembrance events- identifying NOK of deceased patients, data cleansing as required, sending invitations, creating attendance sheet, ensuring stock of candles and keepsakes, organising catering, setting up and clearing of room


• Support the effective processing, storing and archiving of records in line with the hospice policies and procedures


• Identify and escalate concerns regarding patients to appropriate clinicians in a timely manner

SystmOne

• Maintain SystmOne caseloads within sphere of responsibility ensuring information is up to date.


• Accurately input data onto SystmOne


• Support inputting of volunteer records onto SysmOne Continuous development


• Ensure full compliance with own Mandatory training.


• Access education as identified by PDP

Health and safety

• Implementation of health and safety policies and procedures

Hospice Vision and Values

• Ensure the hospice core values are implemented in practice.


• Maintain confidentiality and apply hospice information governance policies and procedures

Person Specification

Essential, Qualifications

• GCSE English or equivalent


• ECDL or equivalent


• RSA L 3 or equivalent

Experience

• Excellent working knowledge of medical terminology in a palliative care setting


• Working in a clinical administrative role in a palliative care setting for 1 years or more

Skills

• Demonstrates compassionate, sensitive communication with colleagues, patients, families and external stakeholders.


• Able to identify and escalate concerns regarding patients to appropriate clinicians in a timely manner.


• Excellent skills using Microsoft office and SystmOne


• Organised and efficient, able to adjust to fluctuations in workload and mange time effectively.


• Servicing meetings


• Producing clinical letters

Personal Qualities

• Willing to work flexibly across 7 days


• Respectful and supportive of others in the team, understanding different work styles demonstrating a positive, inclusive approach.


• Self-motivated, proactive and able to work on own initiative

Desirable, Qualifications

• AMSPAR diploma

Job Types: Part-time, Full-time

Salary: £24,775.00-£26,716.00 per year

Expected hours: 37 per week

Benefits:

• Free flu jabs


• Health & wellbeing programme


• Life insurance

Schedule:

• Day shift


• Every weekend


• Monday to Friday


• Weekend availability

Ability to commute/relocate:

• Wigan: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (preferred)

Experience:

• Medical Receptionist: 1 year (preferred)

Work Location: In person

Application deadline: 19/10/2023