Nottingham University Hospitals NHS Trusts
An opportunity has arisen for a permanent Band 4 Specialty PA to work within the Children's Nephrology team at the Queens Medical Centre in Nottingham.
Working as part of a team, the successful candidate will play a crucial role in the delivery of a high quality secretarial and administrative service to specialty consultants and the wider clinical team.
The post holder will be cancelling and rescheduling clinic appointments, preparing and sending out appointment letters, so will need to be highly organised and have the ability to prioritise tasks.
The appointed person will be responsible for answering calls from patient representatives and clinical colleagues so an excellent telephone manner is an essential requirement for this role.
The post holder will be able to demonstrate having excellent organisational skills as well as being a hard working team player who works well under pressure and has an approachable manner.
Main duties of the job
1. Manage clinic schedules
2. Ensure referral to treatment patient data quality is accurate at all times
3. Organise and attend meetings, take minutes
4. Diary Management for clinical teams
5. Deal with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary
6. Dealing with incoming mail, referrals, results and reports
7. Accurately transcribe letters
The successful candidate will have obtained at least Five GCSEs grade C or above, including English Language and have an NVQ level 3 in administration or equivalent work-based experience. You will be competent in the use of Microsoft Office packages. Experience of hospital systems including Winscribe, Medway PAS and NOTIS is desirable but not essential.
The successful candidate will be a conscientious and enthusiastic team player with excellent organisational and communication skills and be well motivated and reliable.
About us
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Job responsibilities
Working as part of a team, the successful candidate will play a crucial role in the delivery of a high quality secretarial and administrative service to specialty consultants and the wider clinical team.
The role/duties of the post are outlined above. In undertaking this role, the employee will be expected to behave at all times that is consistent with and actively supports the Trust values which are detailed below.
Key job responsibilities
1. Manage clinic schedules and patient attendance for your specialty, working closely with consultants and other stakeholders
2. Print appointment confirmation letters and send to patients
3. Ensure referral to treatment (RTT) patient data quality is accurate at all times
4. Organise and attend meetings, take minutes and type up notes
5. Diary Management for clinical teams
6. Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary
7. Dealing with incoming mail, referrals, results and reports
8. Manage demand and capacity within the standard operating practice and escalate any capacity issues to the directorate management team
9. Accurately transcribe clinical letters using audio dictation software, producing high quality work within defined deadlines. Type non-clinical letters as required
10. Be able to competently use NUH information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department
11. Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately
12. Present a professional, polite and courteous attitude at all times and be appropriately dressed when on duty
13. Undertake HR related tasks, appraisals and recruitment (if necessary)
14. Undertake any other duties, which may reasonably be required
Person Specification
Training and Qualifications
* Minimum 5 GCSEs or equivalent to include English Language
* NVQ Level 3 Administration or equivalent experience
* ECDL or equivalent ICT qualification
* RSA III word processing/typing or equivalent work based experience
Experience
* Minimum of 2 years secretarial experience
* Audio typing experience
* Minute taking experience
* Experience in using Microsoft Office
* Knowledge of RTT Targets
* Knowledge of hospital IT systems e.g. Medway PAS, Notis, Winscribe
* Previous experience of working in the NHS
Analytical and Judgement Skills
* Able to use judgement to solve problems and answer enquiries
* Uses own initiative
Planning and Organisation
* Demonstrates ability to prioritise and organise own work schedule
* Manages times effectively and display initiative
* Work within prescribed deadlines
Communication and Relationship Skills
* Must be able to clearly and accurately convey information verbally and in written format
* Can complete letters, forms, reports & tables using computerised technology from information collected
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
Nottingham University Hospitals NHS Trusts
£26,530 to £29,114 a year Per annum, pro rata
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