Nottinghamshire Healthcare NHS Foundation Trust
Provide an efficient secretarial/administration/reception support service.
Produce high quality reports within agreed deadlines, as required.
Facilitate meetings/investigations/disciplinaries including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
To be able to work flexibly and provide cover which may include the requirement to travel to different sites.
To collect and maintain accurate team information with regards to training undertaken, Clinical Supervision and any other database.
Main duties of the job
To undertake office duties including diary management and message management, opening and distributing mail, operation of brought forward systems, dealing with telephone calls and enquiries, production of documents, typing and audio typing, photocopying, collating of documents and electronic filing, as well as general administration support services. To deal with requests and enquiries and forward them to the relevant team member.
To monitor and order stock and non-stock items, as required.
Booking courses, accommodation and travel requests, as and when required.
To manage, update and maintain diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.
Responsible for ensuring that accurate work is completed within the time limits and standards set.
To work effectively both independently and as a team member.
Responsible for own Mandatory Training requirements.
To ensure medical records are filed in line with Information Governance procedures.
Resolve or signpost queries from patients, carers, internal departments and external agencies as appropriate.
To ensure patient referrals are processed and to timely input, update, maintain information and resolve queries on the patient database.
To ensure patients' notes are pulled, requested and tracked in a timely manner in preparation for the clinics and ensure any follow-ups/ appointments are actioned.
To undertake any other duties that would be a reasonable expectation of the role.
About us
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment.
Job responsibilities
The post holder will be responsible for processing referrals received into the NeSS service using the appropriate platform; Rio. You will also be involved with providing support and ensuring the best patient experience throughout the NeSS pathway journey. They will do this by the timely and accurate provision of all communication and administrative duties. You will be expected to be involved in, and contribute to, team meetings, for example, business and MDT clinical meetings to offer administrative support. The post holder will also take calls directly from patients, GP's and other stakeholders.
Excellent communication skills are essential within this role. This will involve daily contact with patients and exchange of confidential, sensitive information between staff, patients, carers and internal/external agencies, using tact, diplomacy and respect in a form that is appropriate to them and the situation, and constructively manages barriers to effect communication.
Maintain a position of integrity at all times whilst appreciating the need for a high level of confidentiality when dealing with patient/carer information and issues appertaining to this post, in line with Caldicott principles, the Data Protection Act and any new legislation arising in the future. Communicating in a manner and keeping accurate and complete records that are consistent with relevant legislation, policies and procedures.
Person Specification
Qualifications
* Typing/word processing qualification to RSA/OCR III standard or equivalent level of experience
* Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience
* ECDL
* Medical Terminology
Training
* minute taking
* Microsoft Office Packages
Experience
* Scheduling/ Diary Management
* Minute Taking
* Experience of working in a customer-facing role
* High Level Microsoft Office software
* Previous experience of working in an office environment
* Ability to work as an effective team member
* Experience of working within the NHS
* Knowledge of Patient Information Systems
Knowledge
* Knowledge of Confidentiality and Data Protection
Skills
* Excellent interpersonal/communication skills, including excellent written and oral skills.
* Excellent telephone manner
* Planning and Organisational Skills
Values and Behaviours
* All colleagues are expected to demonstrate at interview that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
* All staff should be able to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion as identified within the Trust's Equality and Diversity Policy and associated Equality, Diversity and Human Rights legislation
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name
Nottinghamshire Healthcare NHS Foundation Trust
£24,071 to £25,674 a year (pro rata for part time)
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