Main area Vascular Surgery Grade NHS AfC: Band 3 Contract Permanent Hours Part time - 27 hours per week (spread across 4 or 5 days (specific hours to be agreed with successful candidate)) Job ref 418-MEDSEC9708-VR
Employer Bedfordshire Hospitals NHS Foundation Trust Employer type NHS Site L&D Hospital Town Luton Salary £24,071 - £25,674 pa pro rata Salary period Yearly Closing 09/04/2025 23:59
Administrator / Administrative Assistant
NHS AfC: Band 3
Job overview
The post holder will be working in the busy Vascular Surgery department at the Luton and Dunstable Hospital. They will be part of a team who provide the administration of the patient pathway.
Main duties of the job
1. Provide a customer focused service dealing with all patients or visitors in an efficient, polite and courteous manner.
2. Typing of clinic letters, proof reading, printing and posting. Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy.
3. Provide admin assistance to service manager from time to time.
4. Any other duties commensurate with the grade.
Working for our organisation
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology.
Our Values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trust's core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Detailed job description and main responsibilities
1. Provide a customer focused service dealing with all patients or visitors in an efficient, polite and courteous manner.
2. Typing of clinic letters, proof reading, printing and posting. Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy.
3. Photocopying, filing, and other general office duties.
4. Handle queries from patients/relatives confidentially and sensitively; referring clinical-related queries to appropriate staff.
5. Book appointments in accordance with the Trust Access Policy and standard operating procedures. Add patients to the waiting list and enter 18 week coding data onto the IPM system. Liaise with the Outpatient Department and Nursing team ensuring that outcomes from clinic letters are arranged and actioned as necessary.
6. Answering calls from patients and ringing to book patients in. Take and relay as appropriate, telephone enquiries and messages, using initiative and prioritising skills when disseminating information. Provide advice with regards to appointments to patients and relatives on the telephone.
7. Prioritising and actioning of incoming and outgoing mail, including e-mail, internal and external post correspondence with the timely distribution of mail to the relevant place.
8. Interact with patients and relatives in distress in a sensitive and empathetic manner.
9. Arrange interpreter services where indicated.
10. Provide cover across the team as and when required.
11. Escalate any capacity issues via the local escalation process.
12. Liaise with internal and external colleagues to share patient pathway information and diagnostic information, and expedite patient journeys where required.
13. Contribute to continuous service improvement initiatives by highlighting areas for improvement.
14. Be aware of the targets in the NHS plan and how actions taken in everyday procedures affect these targets.
15. Be aware of 18 week RTT guidance and speciality pathways, and support with data validation where required.
16. Adhere to The Trust's policies and procedures relevant to the role.
17. Provide admin assistance to service manager from time to time.
18. Any other duties commensurate with the grade.
Person specification
Qualifications
* Good standard of education
* GCSE Mathematics and English (or equivalent)
* EDCL or equivalent experience
* Apprenticeship in Medical Terminology AMSPAR Certificate
Experience
* Knowledge of record systems/data bases with proven experience
* Experience in working within a confidential environment
* Previous NHS experience
* Previous experience working in Vascular
Knowledge
* Knowledge of patient confidentiality
* Knowledge of NHS IT programmes (iPM, ICE, Evolve)
Personal Skills & Other
* Well-developed interpersonal skills – able to converse in a positive manner at all levels
* Ability to adapt in an ever changing environment
* Advanced keyboard skills
* Excellent communication skills both written and verbal
* Ability to adapt to change within the working situation
* Open/Reflective/Warm
* Enthusiastic and self-aware
* Creative and Flexible
* Team focussed
* Reliable, Adaptable and Dependable
* Good organisational skills
* Proven ability to multi-task, be flexible, adaptable, motivated, reliable, willing and able to take personal responsibility
It is an exciting time to join the newly formed Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the-art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
All new staff will be subject to a probationary period covering their first six months in post.
Employer certification / accreditation badges
Name Ronan Cassidy Job title Service Manager - Vascular Surgery Email address ronan.cassidy@bedsft.nhs.uk Telephone number 07787667264 Additional information
For any questions regarding the role or for an informal conversation, please get in touch.
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