Job summary
The medical haematology team are seeking a motivated hard working individual to join our small administrative team.
The successful candidate will provide a comprehensive secretarial and PA service to clinical members within the specialty including coordinating meetings, coordinating clinic preparation, booking clinic appointments, handling regional referrals, submitting data returns, producing clinic letters, other documents and dealing with patient and GP queries and concerns in a sympathetic and constructive manner.
Main duties of the job
o Provide comprehensive support to speciality clinical team including diary management, coordinating and arranging meetings, and minute Carry out a range of complex administrative tasks specific to work Check and update patient information on the Trust's medical record system (EPIC).o Ensure appointments and transport requests are made when Ensure new referrals are processed in line with Trust Process and manage regional referrals for Infected Blood Psychological Updating national database with patient information for specially commissioned regional Submitting data returns to NHSE/NHSBT as Typing and generating letters using a variety of different methods, ensuring that all letters are linked to encounters, meeting deadlines including turnaround Ensure all orders have been made from letters and discharge summaries when Ensure all appointments are booked within National Targets and cancelling/rescheduling when Ensure necessary tests and scans have been arranged prior to clinic appointments when Ensure clinic time is optimised by reviewing necessity for patient's attendance when Work with consultants within speciality to optimise use of clinicians' time by undertaking such administrative tasks as are mutually agreed as appropriate.
About us
Our Trust
Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke's Hospital and the Rosie Hospital in Cambridge. With over 13,000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people - patients, staff and partners. Recognised as providing 'outstanding' care to our patients and rated 'Good' overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH's values - Together - Safe, Kind, Excellent - are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.
CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people's age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.
Job description
Job responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.
As per Home Office guidelines, please be aware that, unfortunately, the Trust is unable to offer sponsorship for this particular position.
Due to Home Office immigration rules, a full time permanent vacancy cannot be filled by individuals on a Student visa. Therefore, please be advised that if you are a Student visa holder, we will not be able to offer you a full time permanent contract unless you have:- applied for a Graduate visa- or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment- or the Trust has agreed that they will Sponsor you as a Skilled Worker and you will complete your studies within 3 months of the anticipated start date of employment
This vacancy will close at midnight on 22nd September 2024.
Interviews are due to be held on the 8th October 2024.
Benefits to you
At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff.
On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only caf, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH.
CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times.
Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered.
We welcome applications from the Armed Forces.
Person Specification
Qualifications
Essential
1. Educated to A Level or Level 3 Business Admin/IT qualification or equivalent.
2. Touch typing certificate or equivalent
3. Secretarial qualification (RSA III) or equivalent experience
Desirable
4. Medical Terminology Certificate or equivalent.
Experience
Essential
5. Experience of administrative work
6. Prioritising, planning and organising own tasks
7. Working within guidelines and developing administrative processes
8. Customer service and dealing with enquiries in difficult situations
9. Data entry and producing reports
10. Experience of IT packages - Microsoft Office
11. Secretarial and/or administrative including diary management, coordinating and arranging meetings, minute taking and developing templates
12. Audio typing
Desirable
13. Familiarity with EPIC computer systems
14. Previous experience of working in the NHS
Knowledge
Essential
15. Understanding of confidentiality and data protection
16. Understanding of customer service
17. Understanding of NHS targets
Desirable
18. Knowledge of Trust information systems
Skills
Essential
19. Ability to work as part of a team
20. Excellent communication skills including telephone, email and face to face
21. Ability to organise and manage own timekeeping to schedule and deadlines
22. Ability to adapt to change
23. Ability to work under pressure
24. Ability to store and safeguard confidential documents
25. Ability to show attention to detail and accuracy
26. Willing to take on and learn new skills
27. Accurate and speedy typing and keyboard skills
28. Good organisational skills
29. Ability to use own initiative and work autonomously
Additional Requirements
Essential
30. The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.