APPLICATION PREFERENCE SHEET

PLEASE ATTACH THIS SHEET TO YOUR APPLICATION FORM

POST OF: AUDIO TYPISTS BAND 2

POST REFERENCE: D/AC/61

LOCATION: SURGICAL DIRECTORATE, NINEWELLS HOSPITAL, DUNDEE

There are 3 vacancies, please indicate which posts you wish to apply for:

NB. You may apply for all 3 vacancies

Support Audio Typist, 37.5 hours per week

Support Audio Typist, 28 hours per week

Audio Typist, temporary to end Nov 2010, 34.5 hours per week

NHS TAYSIDE – AGENDA FOR CHANGE

Candidate Identification Number (office use only:

JOB DESCRIPTION

1 JOB IDENTIFICATION Job Title Support Audio Typist /Clerical Officer

Department(s)/Location Specialist Services Group, Ninewells Hospital

Number of Job Holders 1

2 JOB PURPOSE

Provide a Relief audio/copy typing/ and clerical service to medical staff and others within the Specialist Services Group.

3 ORGANISATIONAL POSITION

Clinical Team Manager

Administrative Services Manager

Support Audio Typist/Clerical Officer (This Post)

4 SCOPE AND RANGE

Provide high quality audio/copy typing/word processing service to medical staff and others within the Specialist Services Group.

Provide cover for secretaries, typists and clerical officers during periods of leave as directed by the Administrative Services Manager.

Work as part of a team using own initiative whilst developing good working relationships and a pro-active approach to teamwork with colleagues.

The postholder will not be expected to supervise other staff. However the postholder will be required to demonstrate their duties to new staff.

5 MAIN DUTIES/RESPONSIBILITIES

1. Typing Duties Provide copy-typing facilities as requested by staff. Provide an audio typing and word processing service as required by staff. Typing produced to a set

standard as per department policy/standard procedures. Postholder will be required to interpret handwritten and verbal material the content of which may involve sensitive patient/staff information.

During the course of audio typing identify those patients whose casenotes required to be filed in the “awaiting reports” system. Upon receipt of test results ensure these and photographs are matched to casenotes and passed to appropriate medical staff for their attention

Completion of waiting list slips with accurate patient details for onward processing by the Waiting List Secretary.

2. Photocopying Duties Undertake photocopying for self and colleagues, ensuring copies are of acceptable quality.

Maintain photocopier by highlighting any faults or issues ..

3. Equipment upkeep Ensure equipment used (audio equipment/PC/telephone/etc) is kept in working order, reporting

any faults to helpdesk. Maintain information and files on pc in orderly manner, using hospital mainserver according to

Data Protection instructions.

Data Input and RetrievalInput patient details taken from waiting list slips and enter onto local information systems (COMPAS and Topas). Retrieve information for use in the course of the day to day execution of duties and to

provide information to others to resolve queries..4. Clerical

Hand fold and despatch mail from departments

Retrieve patient casenotes and X-rays as requested from main filing room and other departments within and outwith Ninewells Hospital

Record receipt and dispatch of casenotes to departments.

On receipt of patient casenotes previously removed from department, log and return to appropriate location within the Unit.

Completion of routine clerical documentation for inpatient admissions and discharges e.g. insert appropriate documentation and nursing records for admissions and record patient discharges. Make follow-up appointments as required. File appropriate test results and return casenotes to Medical Records for further processing.

Direct patient test results received within department to appropriate location e.g. Ward, medical staff or secretaries.

Arrange receipt of casenotes for patients arriving at Oral Maxillo Clinic and arrange in appointment order. Print patient clinic lists and outcomes for consultants.

5. Filing

Maintain the departmental filing systems by undertaking filing duties as required, ensuring information is filed in appropriate format ie chronologically/ by surname, CHI etc

Ensure tracking documentation is completed where files are removed from filing system to enable these files can be located as required.

6. Telephone Duties

Provide information for callers (personal and by telephone) to the department ensuring enquiries are dealt with timeously and in a courteous manner i.e. information or advice given or redirect caller appropriately.

Provide information for callers (personal and telephone) to the departments ensuring enquiries are dealt with timeously and in a courteous manner, redirecting as appropriate.

6 COMMUNICATIONS AND RELATIONISHIPS

The postholder will be guided by the Administrative Services Manager on a regular basis to provide cover within the Group as required.

Members of the general public may phone or call in person (at clinic) seeking advice or for appointments. The postholder must be able to deal with such individuals in a pleasant and competent manner (some of these callers may not have English as their first language or may have an impairment which will require the postholder to use communicational skills). There is also a need to be able to communicate sensitive information with staff and patients who may have requests/issues which require diplomacy, tact and confidentiality.

The postholder may need to communicate with other NHS bodies and various external organisations via telephone, email and verbal/written communication.

KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

SkillsNumeracy, literacy, proficient audiotyping and organisational skills.QualificationsGeneral basic education evident by formal education (standard grades) or gained through equivalentExperiencePrevious relevant work experienceTraining3-6 months in post training

7 SYSTEMS AND EQUIPMENT

TelephonePC and IT Packages and InternetGeneral Office Machinery – PhotocopierAudio equipmentFaxTOPAS8 PHYSICAL DEMANDS OF THE JOB (physical skills/demands) Physical skills/demands

High degree of touch typing (both audio and copy) ensuring a high degree of speed and accuracy using Display Screen Equipment.

Physical demands also involve on a daily basis, retrieval and filing of casenotes, which individually can weigh up to approximately 3-5 kg, from high shelving with use of ladders as required and the carrying of same. Retrieval of casenotes from filing room and other departments can take up to 30-45 minutes daily. On a daily basis sitting for up to 3 ½ hours in one position, taking regular breaks(typing/administrative work/answering telephone).

Mental demands

The postholder is expected to respond to unpredictable work demands including frequent interruptions (up to approx 20 times per day) which can lead to a change of task on a daily basis whilst still being expected to complete tasks within given timescales.

Continuous review of workload required to ensure objectives met. High levels of concentration required to the typing of patient correspondence ensuring a high level of accuracy at all times. Mental effort is expected to meet legislative and agreed deadlines as laid down by hospital policies eg delivery of clinical correspondence to GPs in 10 working days.

To deliver the full remit of the role the postholder requires to have excellent organisational, communication and IT skills which include speed and accuracy.

Confidentiality, diplomacy and discretion are required at all times.

Emotional demands

Letters/reports for typing frequently contain sensitive information and material of a highly distressing nature (approx 4-5 times per week). Casenotes/files can hold sensitive, unpleasant and emotional material.

Environmental Demands

More or less continuous use of Display Screen Equipment Shared office can lead to noisy difficult working conditions causing frequent interruptions and

stress. Working within acute admission areas the postholder is exposed to confidential, sensitive and

distressing information which is contained within the legal documentation and patient casenotes/personal files.

To ensure compliance with NHS operating policy the postholder is required to undertake relevant Health & Safety Training.

9 DECISIONS AND JUDGEMENTS

Workload will be generated by the needs of patients and staff within the departments of the Specialist Services Group. The postholder will be directed in their workload in the first instance by the Administrative Services Manager and will then have the freedom to undertake their work on a day to day basis, however will be guided by others to meet deadlines when required.

The postholder will be required to interpret written and oral communications, correcting spelling and grammar to ensure continued quality of output and standards maintained.

The postholder will be able to seek the assistance of others as required, eg. to answer questions to allow completion of task.

When sorting patient test results the postholder must be aware of the need to process the results as quickly as possible ensuring they are passed to medical staff timeously. The postholder will use their knowledge to prioritise those results of a more urgent nature.

10 MOST CHALLENGING /DIFFICULT PARTS OF THE JOB

Ability to organise workload in a context of conflicting priorities e.g. prioritisation of requests from staff.

Ability to adapt to requirements and duties of multiple departments.

NHS TAYSIDE – AGENDA FOR CHANGEJOB DESCRIPTION

1 JOB IDENTIFICATION Job Title Audio Typist / Clerical Officer

Department(s)/Location Neurology, Ninewells

Number of Job Holders 2

3 JOB PURPOSE

Provide a high quality audio/copy typing/word processing medical terminology service and admin support to staff within the Neurology Department.

Provide ad hoc cover for Neurophysiology Department and Multiple Sclerosis Unit.

Provide ad hoc cover for Medical Secretary of Consultant Neurologist. 4 ORGANISATIONAL POSITION

Administrative Services Manager, Specialist Services

Administrative Assistant, Neurology

Medical Secretaries (3)

Clerical Officer/Typists, Neurology (This Post)

11 SCOPE AND RANGE

Provide audio/copy typing/word processing service to the Neurology Department within Ninewells Hospital. This includes typing, filing, photocopying, the use of management information systems and e-mail to facilitate the smooth and effective running of the department. The department provides outpatient and inpatient services to the populations of Tayside, Angus, North East Fife, Perth and other Health Boards.

Provide cover for staff within the department during short term periods of reduced staffing (e.g. vacant post, annual leave or sickness absence).

Demonstrate duties to new staff and have knowledge of the roles of the staff to allow appropriate direction, training and advice as required.

Work as part of a team using own initiative whilst developing good working relationships and a pro-active approach to teamwork with colleagues.

5. MAIN DUTIES/RESPONSIBILITIES

1. Provide a comprehensive audio typing and administrative service including typing, filing, audio typing, photocopying and the composition of routine letters, using appropriate audio equipment).

2. Typing produced to a set standard as per department policy/standard procedures. Post holder will be required to interpret handwritten and verbal material, the content of which may involve sensitive/staff information.

3. The use of patient information systems and to facilitate the smooth and effective running of the department/area.

4. Use of email to deliver typing to doctors for checking and on their return, signing the typing electronically and mailing letters out.

5. Deal with telephone and face to face enquiries from staff requiring information relating to the whereabouts of patients casenotes and other basic patient related information. Directing patients who are unsure of clinic and other department whereabouts, and dealing with enquiries from patients attending the department.

6. Record receipt and dispatch of case notes to and from department in record books.

7. Retrieve case notes from Medical Records within Ninewells Hospital and request casenotes from outwith to assist in responding to patient related enquiries.

8. Ensure tracker information is completed where files are removed from filing system, to enable these files to be located as required.

9. Printing out and dispatching typing by hand (i.e. folding all letters by hand to dispatch).

10. Submit monitoring sheets regarding work completed in any one week.

11. Filing of all correspondence and test results into patient casenotes.

12. Ensure patient’s test results and casenotes are passed on to the appropriate consultants, for their attention and subsequent action.

13. Request results/scans by telephone, standard request form or physical retrieval from departments.

14. Ensure patient follow-up appointments, x-ray, scan appointments have been made.

15. Ensure all waiting list forms are correctly completed with patient details for entering onto the computerised waiting list for admissions to the ward/department.

16. Undertake photocopying for self and staff, ensuring copies are of acceptable quality.

17. Photocopying of patient test results, treatment forms and clinic letters to be sent to General Practitioners.

18. Maintain photocopiers by highlighting any faults or issues to secretaries for repair.

19. Ensure equipment used (audio equipment / PC / telephone, etc) is kept in working order and reporting any faults to the helpdesk.

20. Maintain information and files on PC in an orderly manner, using hospital main server according to Data Protection instructions.

21. Cover for medical secretaries within department during periods of absence. As first point of contact, deal with telephone and face to face enquiries from all staff

groups, patients, relatives, and carers, providing information, directing and prioritizing queries as appropriate, to ensure efficiency and effectiveness of service delivery. Responsible for re-organising and re-scheduling clinics and patient appointments, including any necessary follow-up as directed by clinical staff for onward appointment by medical records.

Manage consultant mail, prioritizing and taking appropriate action before delivering to consultants to assist in the efficiency of the service delivery.

Direct exposure to emotional and distressed patients and relatives by telephone 1-2 per day and occasionally with aggressive patients approximately twice per month. Deal with patients sensitively whilst obtaining the information required to deal with their enquiry, being aware of the level of information which can be imparted to callers. Patience and diplomacy required to deal with patient calls (up to 5-10 daily) particularly with patients / GPs who make repeated calls.

22. Cover for neurophysiology department during periods of absence. Audiotyping of Consultant Neurophysiologist’s out-patient and in-patient test results – i.e.

five different types of tests. Ensure test results are signed by the appropriate doctor, copies retained for filing within the department, and copies sent to other departments within Ninewells Hospital and other Hospitals outwith Tayside. Results are sent out timeously, normally within one week.

Match neurophysiology test results (10 individual tests) to patient case records which may be available within the neurology department or require tracking from within or outwith Ninewells hospital. Bring test results and casenotes to attention of medical staff to allow appropriate dictation to be undertaken. Record the whereabouts of the casenotes in the neurology record books detailing which results have gone to particular doctors ensuring that the whereabouts of casenotes is known.

Provide secretarial and administrative support to the Consultant Neurophysiologist, Neurophysiology Department within Ninewells, including the management of information systems (TOPAS/Dataease).

6. COMMUNICATIONS AND RELATIONSHIPS

The postholder will communicate in writing, verbally, e-mail and by telephone with various individuals e.g. patients and their relatives. GP’s, medical staff both at Ninewells and other hospitals, neurology ward staff, neurophysiology, medical records here and at other hospitals. The postholder may also need to communicate with other NHS agencies.

The postholder must be able to communicate with individuals who may not have English as their first language or have an impairment and require the postholder to communicate in a non-verbal manner.

The postholder must acknowledge the sensitive nature of topics discussed/detailed in correspondence/patient files use tact and diplomacy whilst ensuring levels of confidentiality are maintained.

7. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

Skills Written and oral communication Proficient IT skills with sound knowledge of Microsoft Packages Medical terminology – grammar and understanding Numeracy, literacy, proficient audio typing and organisational skills

QualificationsGeneral basic education by formal education (standard grades) or gained through equivalent experience.Advanced keyboard skills with qualifications equivalent to RSA3 or SVQ3 or equivalent experience gained with medical terminology and a knowledge of typing procedures.

ExperiencePrevious relevant work experience

Training3-6 months in post training

8. SYSTEMS AND EQUIPMENTTelephone PC and IT PackagesGeneral Office Machinery – Photocopier, FaxAudio equipmentTOPAS, Central Vision, COMPASFilingInternet/Intranet/EmailReporting faults or breakdown of machinery Word, Powerpoint, ExcelFiling

9. PHYSICAL DEMANDS OF THE JOB

Physical skills/demands

High degree of touch typing (both audio and copy) ensuring a high level of speed and accuracy using Display Screen Equipment for variable periods of time daily whilst undertaking audio typing and administrative/telephone work - up to a maximum of 3 ½ hours taking appropriate breaks.

Physical demands also involve retrieval and filing of casenotes (2-4 kg) from high and low shelving, the floor and the carrying of the same up to 6 times a day. Use of ladders within filing room (1 x daily) and kickstool within department (2-3 x daily) to retrieve notes on high shelves. Use of trolley to move case notes between filing room and office.

Sitting for long periods of time in one position – typing/administrative work/answering the telephone in a confined space (e.g. no window) daily.

Mental demands

The postholder is expected to respond to unpredictable work demands including frequent interruptions (12-15 x per day) which can lead to a change of task whilst still being expected to complete tasks within given timescales. Respond to requests to type urgent correspondence (1-2 daily).

Office is located next to patient waiting area and noise generated by children in this area can be distracting.

Constant review of workload required ensuring objectives are met. High levels of concentration required for the typing of lengthy reports, ensuring a high level of accuracy at all times. Mental effort is expected to meet legislative agreed deadlines as laid down by hospital policies (i.e. delivery of clinical correspondence to GP’s within ten working days).

To deliver the full remit of the role of the postholder requires to have excellent organisational, communication and IT skills which will include speed and accuracy.

Confidentiality, diplomacy and discretion are required at all times.Emotional demands

Letters/reports for typing frequently contain sensitive information and material of a distressing nature. Casenotes can hold sensitive, unpleasant and emotional material (exposure 3-4 times per week).

Office is located next to a family waiting room used by patient relatives who are often in a state of distress.

Working within acute admissions area the postholder is exposed to confidential, sensitive and distressing information which is contained within the legal documentation and patient casenotes/personal files.

Environmental Demands

Continuous use of Display Screen Equipment Shared office can lead to noisy difficult working conditions causing frequent

interruptions and stress. Working in a confined space with no windows. Lack of shelving and storage space, To ensure compliance with NHS Tayside operating policy the postholder is required

to undertake relevant Health & Safety training. Exposure to dust and dust mites.

10. DECISIONS AND JUDGEMENTS

Workloads will be generated by the clinical caseload and needs of the Consultant and other medical staff within the department. The postholder will have the freedom to organise their work on a day to day basis, however will be guided by others to meet deadlines when required, e.g. when a member of staff requires urgent dictation to be typed.

The postholder will be required to interpret written and oral communications, correcting spelling, medical terminology and grammar to ensure continued quality of output and standards maintained, e.g. it may be necessary to correct a non-English staff member’s grammar whilst still ensuring that you have not changed the meaning of the medical dictation.

The postholder will have the autonomy to organise their own workload and will at their own request seek the assistance of others as the situation arises.

11. MOST CHALLENGING /DIFFICULT PARTS OF THE JOB

Ability to multi-task as demand requires ensuring workload is completed to appropriate standard.

Ensuring that instructions / queries from medical staff are followed-up efficiently and timeously.

General Conditions of Service

POST REF NO: DAC/61

JOB TITLE/GRADE: AUDIO TYPISTS BAND 2

LOCATION: SURGICAL DIRECTORATE, NINEWELLS,

DUNDEE

1. Conditions of Service The terms and conditions of service for this post are those determined by the NHS Staff Council.

2. Remuneration The current salary scale for the post is £13653 to £16753 (pro rata for part-time staff). Placing on the scale on appointment is normally at the minimum but may be higher subject to verification of previous relevant service.

Salary is paid monthly by Bank Credit Transfer.3. Hours of Duty Post 1 is 37.5 hours per week. Post 2 is 28 hours per week. Post 3 is

34.5 hours per week, temporary to cover maternity leave until end November subject to amendment should the substantive postholder give notice to change her date of return.

In accordance with Agenda for Change, phased protection arrangements apply to employees transferring from one post to another within their own NHS organisation and within other NHS organisations in the UK, and to full-time and part-time employees, provided the employee is moving to a post with the same full-time hours under the old pay system during the protection period.

Start and finish times will be determined by the needs of the service.4. Superannuation Membership of the NHS Superannuation Scheme is not compulsory but

is open to all staff between the ages of 16 and 70 (65 in some instances).

The contributions paid are a percentage of superannuable pay, which is essentially basic pay excluding, for example, overtime or travelling expenses.

Contribution rates are as follows:

Annual Pensionable Pay (Full-time equivalent) ContributionUp to £20,709 5%£20,710 - £68,392 6.5%£68,393 - £107,846 7.5%£107,847 plus 8.5%

Contributions are subject to tax relief and reduced National Insurance contributions. NHS Tayside also makes a substantial contribution towards scheme benefits – currently around 14% of basic pay.

5. Annual Leave On appointment = 27 days (pro rata for part-time Staff) or 5.4 weeks per year.

After 5 years aggregated service = 29 days (pro rata for part-time staff) or 5.8 weeks per year

After 10 years aggregated service = 33 days (pro rata for part-time staff) or 6.6 weeks per year

Public Holidays = 8 days (pro rata for part-time staff) or 1.6 weeks per year

6. References All offers of appointment are subject to receipt of satisfactory references

7. Occupational Health Clearance

All offers of appointment to new entrants to the National Health Service are subject to a medical examination. Medical examinations are arranged and undertaken by the Occupational Health and Safety Advisory Service (OHSAS).

8. Rehabilitation of Offenders Act 1974 (Exclusions and Exceptions) (Scotland) Order 2003

All current or spent criminal convictions, cautions, warnings or any case pending must be disclosed prior to commencing in employment as detailed on the application form.

Please note that having a conviction will not automatically debar you from obtaining employment with NHS Tayside. Careful consideration will be given to the relevance of the offence to the particular post in question. However, if you are appointed, and it is found that you did not reveal a previous conviction your employment may be terminated.

9. Disclosure Scotland This post is subject to a Standard check by Disclosure Scotland as it involves access to children and/or vulnerable adults. This will contain details of any convictions on record whether spent or unspent.

10. Immigration, Asylum and Nationality Act 2006

It is a criminal offence for an employer to employ anyone who does not have permission to live or work in the UK.

Shortlisted applicants will be asked to produce specific original documentation at interview e.g. Passport, or full birth certificate together with an official document giving the applicants permanent National Insurance Number and name issued by a Government Agency or a previous employer, as well as photocopies of these documents.

11. Smoking Policy Smoking is prohibited within NHS premises and grounds.12. Applications Completed forms to be returned to:

Workforce ServicesWorkforce DirectorateNHS Tayside Level 9Ninewells HospitalDundee DD1 9SY

By closing date of Friday 2nd July 2010

Interviews will be held on Thursday 15th July 2010