Main area Admin Support Grade NHS AfC: Band 2 Contract 12 months (Fixed term: 12 months) Hours 30 hours per week (Part time - 30 hours per week) Job ref 345-RAD7046796
Employer North Tees and Hartlepool NHS Foundation Trust Employer type NHS Site University Hospital of North Tees and Hartlepool (Cross Site) Town Stockton-on-Tees Salary £24,169 pro rata, per annum Salary period Yearly Closing 20/04/2025 23:59
Admin Support
NHS AfC: Band 2
We are on a continuous journey of improvement and transformation, however our main priority is, and always will be, providing safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. If you share our passion then apply for this opportunity and help us make our patients’ experience the best it can possibly be.
With a budget of around £365m, three hospitals and 5,500 staff, North Tees and Hartlepool NHS Foundation Trust provides hospital-based services to the population of Hartlepool, Stockton on Tees and parts of East Durham and Sedgefield as well as community, therapeutic and screening to a wider population across Durham and Teesside.
Job overview
*Previous applicants need not apply*
Admin Support (Clinic Administration Services)
Agenda for Change Terms and Conditions
30.0 hours - Fixed Term 12 months
Applications are invited for the above post, which is based in the Radiology Department at the University Hospital of North Tees & Hartlepool.
We are looking for an enthusiastic person able to cope under pressure in this busy department and who is able to work as part of a team. Main duties will be reception, booking appointments and general office duties.
The successful applicant may be required to rotate cross site to include North Tees, Hartlepool, One Life and Peterlee Hospitals. The department operates some extended working days to include 8-8 cover.
Good Educational background to at least G.C.E./G.C.S.E level or equivalent and good communication skills are requirements for this Post. Knowledge of operating a computer system would be an advantage.
Main duties of the job
Main duties will be reception, booking appointments and general office duties.
The successful applicant will be required to rotate cross site to include North Tees, Hartlepool, One Life and Peterlee Hospitals. The department operates some extended working days to include 8-8 cover.
Detailed job description and main responsibilities
Undertake a full range of administrative support tasks, both within clinical administrative departments and on ward and clinic areas as and when required in line with service needs and priorities.
Be fully conversant with and adhere to all work related policies, procedures and guidelines, ensuring that all work outputs are completed as required and that all related targets and timescales are met.
Use all appropriate technologies and equipment to their optimum functionality to assist in the provision of an efficient, effective and comprehensive administrative and secretarial service to support the provision of care to patients.
Ensure that any/all work outputs are produced to a high standard of quality that meets all of the organisations requirements for Information Governance, RMS, and CQC and which is compliant with all associated national, regional and local policies, procedures and guidelines.
Participate in any/all associated training, development and appraisal processes relevant to required duties of this post.
Adhere to all Trust requirements relating to behaviours and professional conduct at work.
Key Result Areas
Communication and Team Working:
Respond to a diverse range of enquiries via letter, face to face contact or telephone from patients, relatives and other service users in an efficient, professional and courteous manner that is consistent with all related legislation, policies and procedure sourcing any relating information that might help deal with a query more effectively, taking accurate written messages and passing more complex queries on to relevant staff members.
Adopt effective methods of communication to liaise with the multi-disciplinary team within the service/department/ward area and with staff from other wards/departments and external service users including GP’s, patients and their representatives communicating in a professional and courteous manner that is consistent with all related legislation, policies and procedures through effective utilisation of appropriate communication mediums such as telephone and e-mail.
To act as department/ward receptionist, greeting and directing visitors and service users on arrival in a professional and courteous manner in accordance with Trust standards and expectations (ward admin).
Use of Computerised Systems and Records Management:
Following appropriate training and adherence all organisational policies, procedures and guidelines, assist in maintenance and reporting of information through the input of data into relevant trust/departmental patient related clinical systems using appropriate technologies and equipment as and when required.
Be responsible for ensuring that all information relating to attendees, DNA’s appointment bookings etc., is kept up to date at all times through effective utilisation of relevant patient related systems within work area, checking that all data being entered is valid and relating to the correct patient record on screen. (if appropriate to work area)
Assist in requesting, locating, collecting and returning of healthcare records using the appropriate Trakcare technologies by following the appropriate healthcare record tracking procedures, SOP’s and trust guidelines.
Assist in the transcription of clinic letters, reports and other correspondence using the digital transcription and distribution applications and assist in the input and checking of data and information into all Trust IT systems within work area using appropriate technologies and equipment as and when required.
General Admin Duties - all work areas:
Assist in the organisation of the referral of patients to other departments/hospitals for investigations or further treatment (if applicable to work area).
Assist with the organisation of any patient transport arrangements following appropriate trust policies, systems and processes (if applicable to work area).
Assist with the organisation of patient review arrangements where required, following appropriate trust policies, systems and processes (if applicable to work area).
Undertake daily administrative and clerical duties detailed in departmental SOP’s to support the provision of patient care by taking direction from department line managers as appropriate to ensure patient safety and the security and confidentiality of all patient related information.
Maintain a clean and professional working environment at all times and undertake general clerical duties including opening and distributing post, housekeeping, filing, photocopying and maintaining stocks of routine stationery supplies.
Participate in on-call rota for administrative support in the event of a Major Incident being declared (including any related training and update sessions).
Demonstrate commitment to IWL principles and flexible working patterns, to meet the needs of the service and staff.
Tackle discrimination and harassment, and promote equality and diversity in the workplace.
Take responsibility for own personal development and education and the development of a personal development plan.
Control of Infection
Be aware of, and comply with, all Trust infection prevention and control policies, to include hand hygiene, personal hygiene, environmental and food hygiene and to undertake annual training/updates in infection prevention and control.
Communication and Working Relationships
Behaving in a professional and courteous manner at all times., the post holder will be expected to assist in the provision of a high quality, patient centred service in all clinical areas of the Trust by communicating and working effectively with all colleagues within the service, liaising with other departments and internal service users across the trust and external service users e.g. patients, GP’s, other hospitals etc., whilst ensuring that patient confidentiality is maintained.
The most challenging part of the job
Working across several work areas (including offices, departments and ward areas), the post holder will be required to assist in the provision of a professional, high quality effective and efficient administrative and clerical support service to a multi-disciplinary team that meets the needs of the service and the requirements of all related policies, procedures and guidelines.
The postholder will be expected to meet the high demands of the post, and work to tight deadlines whilst remaining calm, flexible and organised.
Person specification
Qualifications
* GCSE at grade C or above in English Language, or Key Skills at level 2 in Literacy (or equivalent)
* GCSE at grade C or above in Mathematics Key Skills at level 2 in Numeracy (or equivalent)
* IT qualification (ITQ at level 2 or equivalent)
* NVQ at level 2 in Business Administration/Medical Administration (or equivalent)
Experience
* Demonstrable experience of undertaking clerical work in a people focused environment.
* Demonstrable experience of work involving the use of computerised systems and technologies.
* Experience of working within a healthcare environment.
* Experience of working within a multi-disciplinary team.
* Demonstrate ability to pay good attention to detail, reliably check and record data and identify anomalies and be able to self-check completed work.
* Demonstrate excellent organisational and time management skills and the ability to work under own initiative whilst meeting all required work output deadlines.
* Ability to cope with different work environments and work flexibly through shift patterns to meet service demands.
* Ability to work under pressure/meet tight deadlines to deliver high quality work whilst working in stressful environments.
* Be proactive in contributing to service improvement.
Knowledge
* Demonstate a good working knowledge of windows based computer systems and be capable of using most Microsoft Office applications, particularly MS Word and Outlook.
* Knowledge of medical terminology.
* Demonstrate knowledge of data protection and confidentiality.
Communications
* Demonstrate excellent verbal and written communication skills and ability to establish effective working partnerships with member of the multi-disciplinary team.
* Demonstrate a professional image of self and ability to remain calm and diplomatic under pressure.
**Please note - Once sufficient applications have been received this vacancy may close early**
Please check your email address on a regular basis as applicants invited to attend an interview will be notified via this method.
As part of our recruitment process, you will be required to undertake pre-employment screening:
Disclosure and Barring Scheme(previously Criminal Records Bureau)
Where a post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 it may be necessary for a submission for Disclosure to be made to the Disclosure and Barring Scheme to check for any previous criminal convictions. Should you require a copy of the Trust's Disclosure and Barring Service Policy, please contact a member of the recruitment team on 01642 624023.
It is the policy of North Tees and Hartlepool NHS Foundation Trust that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost for their DBS certificate. The method of payment for this is via salary deduction from your first month's pay on commencement with the Trust.
Please note the essential qualifications required for the post outlined within the Person Specification. You are required to hold and provide evidence of the necessary qualifications for the post at interview should you be shortlisted.
For any new employees commencing employment with North Tees and Hartlepool NHS Foundation Trust, you will be subject to satisfactory completion of a 6 month probationary period. Please note that internal applications and individuals that are appointed to fixed term appointments of less than 6 months duration are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or a bank member of staff).
As part of our pre-employment screening process, all applicants are required to provide references covering their last three years employment history. Applicants are requested toensure e-mail addressesfor all referees are included on their application form. Personal references are not acceptable.
If the hours advertised for the post are up to full time (37.5 hours per week), applications are still welcomed from individuals who may be seeking to work less than full-time hours and all requests will be considered in line with the post being appointed to for the successful applicant.
North Tees & Hartlepool NHS Foundation Trust operates a No Smoking Policy.
If you experience any technical difficulties applying for this post please contact a member of our recruitment team on 01642 624023 quoting the vacancy reference.
The details in the Monitoring Information section of your application will be used for monitoring our recruitment process and will not be seen by the interview panel. The information you give will be treated in the strictest confidence. To meet its commitment to promoting equality of opportunity, the Trust’s policy is that individuals will be recruited, trained and promoted according to ability and job requirements only. As such we welcome your application irrespective of your gender, race, disability, colour, ethnic or national origin, and nationality, and marital status, responsibility for dependants, religion, trade union activity and age.
Disability
The Trust gives full and fair consideration to applications for employment received from disabled people. We are a “Positive about Disabled People” employer, and we hold the ‘two ticks’ Disability Symbol, which is a recognition given by Jobcentre Plus to employers who have agreed to meet five commitments regarding the recruitment, employment, retention and career development of disabled people. If you have a disability, which makes it difficult for you to complete our application form, please do not hesitate to contact the recruitment team on 01642 624023.
As a supporter of the Armed Forces and an employer of Reservists, North Tees and Hartlepool NHS Foundation Trust are proud to be a signatory of the Armed Forces Covenant, which is a promise by the nation to ensure that those who serve or who have served in the UK Armed Forces (and their families) are treated fairly.
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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