Job summary A new and exciting opportunity has arisen to join the Diabetes Administrative team at Nottingham University Hospitals. We are looking to recruit a Band 3 Patient Pathway Administrator - Support Secretary to be based predominantly at Dundee House but some work at QMC campus may also be required on occasion. We are looking for an enthusiastic and conscientious administrative team player with typing ability. You will be able to work under pressure, have good written and verbal skills with excellent time-management and organisational skills. You will be able to prioritise your workload throughout the day. You will be able to demonstrate a clear understanding of confidentiality issues and your behavior will be consistent with the Trust's Values and Behavioral standards. Main duties of the job In addition to the below summary you need to familiarise yourself with full Job Description and Person Specification documents attached to this advert. As part of a team you will be responsible for managing the diabetes reception, booking patient appointments, completing the letters for the nursing team and updating on the diabetes digital platform. You will provide administrative support to the nursing team, managing the c floor patient pathway. Experience of typing, transcription of clinical correspondence and an understanding of medical terminology will be essential.You will work closely with the wider diabetes administration team to ensure that the diabetes patient pathway is efficient and any actions are undertaken to maintain and improve this. You must be able to prioritise your own workload according to the changing day to day demands and deadlines, and use your own initiative to respond to queries both within and outside of the Organisation with a professional manner to patients, relatives and staff. 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. Date posted 21 February 2025 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum Contract Permanent Working pattern Part-time Reference number 164-7021023 Job locations NUH - Diabetes Dept - Dundee House at City and QMC Campus Derby Road Nottingham NG7 2UH Job description Job responsibilities Dealing with incoming mail and results/reports. Managing patient queries and ensuring the patient pathway runs smoothly and efficiently Accurately transcribe clinical letters using Winscribe, producing high quality work within defined deadlines. Establish and maintain admin systems/databases Adding patients onto Careflow and maintaining waiting lists Use judgement and initiative to prioritise the importance/urgency of particular requests within defined guidelines. Answer telephone queries and escalate appropriately. Undertake peer audit of clinical correspondence to ensure a high standard of accuracy and quality of work. Ability to exchange sensitive or contentious information with diplomacy and in a confidential manner ensuring timely handover to relevant staff. Book appointments using necessary important clinical information to ensure patients are seen on their pathway without delay. Manage e-mail accounts to retrieve key tasks then record and take any necessary action as appropriate. To undertake other specialty specific duties in accordance with Trust policies and procedures to facilitate the patient pathway. Ensure RTT (Referral To Treatment) patient data quality is accurate at all times. Adapt a flexible attitude to meet the needs of the service, taking into consideration each departments unique specialty and the subsequent requirements of such specialist services. Provide cover for PA colleague during times of sickness and annual leave. Undertake any other duties which may be reasonably required. Promote an open friendly working environment. Adhere to Trust policies and procedures relevant to your position. Participate in a Personal Development Plan. Job description Job responsibilities Dealing with incoming mail and results/reports. Managing patient queries and ensuring the patient pathway runs smoothly and efficiently Accurately transcribe clinical letters using Winscribe, producing high quality work within defined deadlines. Establish and maintain admin systems/databases Adding patients onto Careflow and maintaining waiting lists Use judgement and initiative to prioritise the importance/urgency of particular requests within defined guidelines. Answer telephone queries and escalate appropriately. Undertake peer audit of clinical correspondence to ensure a high standard of accuracy and quality of work. Ability to exchange sensitive or contentious information with diplomacy and in a confidential manner ensuring timely handover to relevant staff. Book appointments using necessary important clinical information to ensure patients are seen on their pathway without delay. Manage e-mail accounts to retrieve key tasks then record and take any necessary action as appropriate. To undertake other specialty specific duties in accordance with Trust policies and procedures to facilitate the patient pathway. Ensure RTT (Referral To Treatment) patient data quality is accurate at all times. Adapt a flexible attitude to meet the needs of the service, taking into consideration each departments unique specialty and the subsequent requirements of such specialist services. Provide cover for PA colleague during times of sickness and annual leave. Undertake any other duties which may be reasonably required. Promote an open friendly working environment. Adhere to Trust policies and procedures relevant to your position. Participate in a Personal Development Plan. Person Specification Training and Qualifications Essential 4 GCSE's or equivalent C or above - must include English Computer literate to ECDL standard or equivalent Desirable NVQ level 3 or equivalent RSA II word processing or equivalent experience Experience Essential Proven typing experience Experience in use of microsoft office and outlook Experience off completing letters, forms and reports using ICT Experience of team working Experience of working in a clerical/ administrative role Desirable Previous experience of working in the NHS Medical Terminology Experience of using winscribe, careflow, medical office and notis Communication Essential Uses correct grammar and spelling Must be able to clearly and accurately convey information verbally gathered from both verbal and documented reports and to staff of all levels Demonstrates understanding of confidentiality Show sensitivity and empathy in communication and is open to ideas for change Demonstrates ability to work as a team Ability to develop good working relationships Analytical and Judgement Skills Essential Able to use judgement to make decisions in order to solve problems / enquiries Uses resources cost effectively Works in line with trust procedures and organisational goals Ability to use own initiative Planning and Organisation Essential Consistently works to high standards Able to prioritise tasks and work to deadlines Able to plan and organise own time Demonstrates enthusiasm for the work Physical Skills Essential Frequent use of VDU equipment / sitting at a keyboard Ability to retrieve and move files from different places Able to file accurately using numerical filing system Person Specification Training and Qualifications Essential 4 GCSE's or equivalent C or above - must include English Computer literate to ECDL standard or equivalent Desirable NVQ level 3 or equivalent RSA II word processing or equivalent experience Experience Essential Proven typing experience Experience in use of microsoft office and outlook Experience off completing letters, forms and reports using ICT Experience of team working Experience of working in a clerical/ administrative role Desirable Previous experience of working in the NHS Medical Terminology Experience of using winscribe, careflow, medical office and notis Communication Essential Uses correct grammar and spelling Must be able to clearly and accurately convey information verbally gathered from both verbal and documented reports and to staff of all levels Demonstrates understanding of confidentiality Show sensitivity and empathy in communication and is open to ideas for change Demonstrates ability to work as a team Ability to develop good working relationships Analytical and Judgement Skills Essential Able to use judgement to make decisions in order to solve problems / enquiries Uses resources cost effectively Works in line with trust procedures and organisational goals Ability to use own initiative Planning and Organisation Essential Consistently works to high standards Able to prioritise tasks and work to deadlines Able to plan and organise own time Demonstrates enthusiasm for the work Physical Skills Essential Frequent use of VDU equipment / sitting at a keyboard Ability to retrieve and move files from different places Able to file accurately using numerical filing system 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 Nottingham University Hospitals NHS Trusts Address NUH - Diabetes Dept - Dundee House at City and QMC Campus Derby Road Nottingham NG7 2UH Employer's website https://www.nuh.nhs.uk/ (Opens in a new tab)