Job summary Proposed interview date: 10.04.2025 The Nottingham Centre for Transgender Health is a national service for people experiencing gender incongruence. There are 7 nationally commissioned NHS England clinics across the country, of which, we are the second largest. We are also leading on several pilots that aim to address a national waiting list issue for patients to be seen sooner than the current 3 year waiting time. The service provides specialist assessment, care and treatment with an experienced and varied MDT which includes Consultant Psychiatrists, Associate Doctors, Nurse Consultant, Clinical Nurse Specialists and Speech and Language Therapists. The work of the clinic is supported by our administration team who are based in a community clinic, based in Nottingham City Centre. Patients come from all over the country, and we provided a blended model of face to face and video consultation appointments. The clinics run 5 days a week, so it is a busy working environment which requires high levels of confidentiality and person skills. We would welcome people with lived experience in this role or as a minimum, a working knowledge of transgender matters. Main duties of the job To work as a team, and independently, to provide a confidential, accurate and efficient administration, business, and secretarial support service to the Nottingham Centre for Transgender Health Network and its associated services. To contribute to improving the waiting time for patient letters and correspondence, by completing tasks within set time limits and to the required standard in terms of quality and accuracy. To ensure compliance with confidentiality, data protection, security of information, safeguarding and other areas identified as part of the Trust mandatory training schedule, by undertaking training on time and to the required standard and applying this to your work and interactions. To arrange patient appointments using the clinic booking systems and to amend and reschedule those appointments where necessary, and/or instructed by the clinical and management teams. To input data, carry out tasks, and produce accurate correspondence, including patient notes and letters, using the electronic patient record system and other recognised software. To liaise with other NHS departments and providers, to obtain blood results and information in preparation and follow up of clinics. To file and store electronic and paper information including patient records and correspondence, and clinic business and administration documentation, following clinic standard operating procedures and governance legislation. 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 Date posted 14 March 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year Per Annum (pro rata for part time) Contract Fixed term Duration 12 months Working pattern Full-time Reference number 186-309-25-GH Job locations Nottingham Centre for Transgender Health 12 Broad Street Nottingham NG1 3AL Job description Job responsibilities To provide an efficient, effective, confidential business, administration and secretarial service to the Nottingham Centre for Transgender Health and its associated clinics and services. You will be working as part of the Business and Administration Team, based at our clinic in Nottingham, commissioned to provide a national service to patients. You will help ensure that our patients receive quality care and communication from referral to discharge. Working as part of a skilled multidisciplinary team, your duties will include administration of our waiting list and referrals process, booking appointments, and processing correspondence, completion of tasks set by clinicians through our electronic patient record system (Systm1). You will liaise with patients and their representatives, GPs, and other health professionals, as well as Trust staff and stakeholders. You will support the management team to ensure provision of a high-quality reception and telephony service and by carrying out directed duties to ensure a safe and functional clinic and office setting. You will support Admin Team Leads in collection and maintenance of accurate team information, including but not limited to; training undertaken, clinical supervision and other. You will support the management team to ensure that the clinic is compliant with health, safety, fire and security legislation and guidelines by carrying out specific tasks including, monitoring, and recording of information as directed by the management team. You will be processing incoming and outgoing post and emails from generic and personal inboxes. Ensuring questions are answered, that information is passed on appropriately to clinical and administration team members and that patients and other stakeholders are responded to in a timely and professional manner. You will monitor and order stock and non-stock items as required. To raise maintenance requests and for repairs to be undertaken. You will work as a team, providing support to colleagues and trainingnew and current staff in subjects that you are more familiar with. You will contribute to providing an efficient front of house service, including answering the telephone and operating the switchboard, preparing for and welcoming patients and visitors to the clinic. Signposting, answering queries and taking accurate messages, ensuring information is passed on as appropriate. Job description Job responsibilities To provide an efficient, effective, confidential business, administration and secretarial service to the Nottingham Centre for Transgender Health and its associated clinics and services. You will be working as part of the Business and Administration Team, based at our clinic in Nottingham, commissioned to provide a national service to patients. You will help ensure that our patients receive quality care and communication from referral to discharge. Working as part of a skilled multidisciplinary team, your duties will include administration of our waiting list and referrals process, booking appointments, and processing correspondence, completion of tasks set by clinicians through our electronic patient record system (Systm1). You will liaise with patients and their representatives, GPs, and other health professionals, as well as Trust staff and stakeholders. You will support the management team to ensure provision of a high-quality reception and telephony service and by carrying out directed duties to ensure a safe and functional clinic and office setting. You will support Admin Team Leads in collection and maintenance of accurate team information, including but not limited to; training undertaken, clinical supervision and other. You will support the management team to ensure that the clinic is compliant with health, safety, fire and security legislation and guidelines by carrying out specific tasks including, monitoring, and recording of information as directed by the management team. You will be processing incoming and outgoing post and emails from generic and personal inboxes. Ensuring questions are answered, that information is passed on appropriately to clinical and administration team members and that patients and other stakeholders are responded to in a timely and professional manner. You will monitor and order stock and non-stock items as required. To raise maintenance requests and for repairs to be undertaken. You will work as a team, providing support to colleagues and trainingnew and current staff in subjects that you are more familiar with. You will contribute to providing an efficient front of house service, including answering the telephone and operating the switchboard, preparing for and welcoming patients and visitors to the clinic. Signposting, answering queries and taking accurate messages, ensuring information is passed on as appropriate. Person Specification Physical Requirements Essential Requirement for sitting in a restricted position for a substantial proportion of the working time. There is a frequent requirement to set up meeting/training rooms. Values and Behaviours Essential All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation. Qualifications - Academic / Craft / Professional Essential Good general education including English Language and Math's to GCSE or equivalent. Typing/word processing qualification, equivalent level of experience or the ability to be able to type at the required speed of RSA/OCR III. Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience. Desirable ECDL Training Essential Microsoft Office i.e., Database, Excel, Word, PowerPoint. Minute taking. Experience Essential Experience of working in a busy and demanding office environment. Experience of working in a patient or customer facing environment. Experience of planning and organising own workload (time management) and of staff within own span of control. Ability to work using own initiative. Ability to work as an effective team member. Proficient in the use of IT systems including Microsoft Office - Excel, Outlook, Word, Database & internal systems including Patient and staff Information systems. Desirable Experience in using computer programmes including health care IT systems such as RiO or SystmOne. Scheduling Clinic / Diary Management. Experience of supporting a multi-disciplinary team. Knowledge Essential Computer literacy including Word, Excel, Outlook, Database. Maintain electronic records/information on computer. Desirable Knowledge and understanding of transgender matters either in post or from lived experience. Skills Essential Excellent interpersonal/communication skills, including excellent written and oral skills. Excellent telephone manner, friendly and approachable including good listening skills. Ability to work under occasional pressure/stress. Flexible approach to work. Professional attitude towards patients and their families. Ability to meet deadlines. Ability to work using own initiative. Excellent organisational skills. Team player. Understanding of data protection and maintaining strict confidentiality. Contractual Requirements Essential Ability to travel between venues. Requirement to complete Mandatory Training. Person Specification Physical Requirements Essential Requirement for sitting in a restricted position for a substantial proportion of the working time. There is a frequent requirement to set up meeting/training rooms. Values and Behaviours Essential All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation. Qualifications - Academic / Craft / Professional Essential Good general education including English Language and Math's to GCSE or equivalent. Typing/word processing qualification, equivalent level of experience or the ability to be able to type at the required speed of RSA/OCR III. Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or proven practical experience. Desirable ECDL Training Essential Microsoft Office i.e., Database, Excel, Word, PowerPoint. Minute taking. Experience Essential Experience of working in a busy and demanding office environment. Experience of working in a patient or customer facing environment. Experience of planning and organising own workload (time management) and of staff within own span of control. Ability to work using own initiative. Ability to work as an effective team member. Proficient in the use of IT systems including Microsoft Office - Excel, Outlook, Word, Database & internal systems including Patient and staff Information systems. Desirable Experience in using computer programmes including health care IT systems such as RiO or SystmOne. Scheduling Clinic / Diary Management. Experience of supporting a multi-disciplinary team. Knowledge Essential Computer literacy including Word, Excel, Outlook, Database. Maintain electronic records/information on computer. Desirable Knowledge and understanding of transgender matters either in post or from lived experience. Skills Essential Excellent interpersonal/communication skills, including excellent written and oral skills. Excellent telephone manner, friendly and approachable including good listening skills. Ability to work under occasional pressure/stress. Flexible approach to work. Professional attitude towards patients and their families. Ability to meet deadlines. Ability to work using own initiative. Excellent organisational skills. Team player. Understanding of data protection and maintaining strict confidentiality. Contractual Requirements Essential Ability to travel between venues. Requirement to complete Mandatory Training. 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 details Employer name Nottinghamshire Healthcare NHS Foundation Trust Address Nottingham Centre for Transgender Health 12 Broad Street Nottingham NG1 3AL Employer's website https://www.nottinghamshirehealthcare.nhs.uk/ (Opens in a new tab)