Job summary An exciting opportunity has arisen for a part time Band 4 Specialty PA for Nottingham Children's Hospital based at the Queens Medical Centre working as part of the General Paediatric Administration team. The post holder will be working closely with a team of administration colleagues as well as Medical, Surgical and Nursing staff to provide an excellent administrative service for our patients, parents and carers. The role involves bringing together excellent written and verbal communication skills, good working knowledge of Microsoft Office as well as excellent planning and organisational skills. You will be a team player and also able to work on your own initiative to meet agreed plans and deadlines. Main duties of the job The successful candidate will play a crucial role in delivering a high quality Specialty PA service, providing comprehensive administrative and secretarial support to a team of Consultants, SPR's and Nursing colleagues within the Children's Hospital at the QMC, whilst working closely with a team of administrative colleagues to provide excellent administrative service for our patients and parents/carers. To understand the role in more detail, please read the attached job description and person specification documents. 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 24 October 2024 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year per annum pro rata Contract Permanent Working pattern Part-time Reference number 164-6706419 Job locations Queens Medical Centre Derby Road, Lenton Nottingham NG7 2UH Job description Job responsibilities Please refer to the job description and person specification attached to the advert for the full details of the vacancy. Manage Clinic schedules and patient attendance for your Specialty, working closely with Consultants and other stakeholder departments. Liaise with Consultants regarding patient queries and be a key contact for consultants and other clinical staff. Accurately transcribe clinical letters using Winscribe, producing high quality work within defined deadlines. Use judgement and initiative to prioritise the importance/urgency of tasks within defined guidelines. Establish and maintain patient admin systems/databases. Dealing with incoming mail, results/reports management Attending/organising meetings, take minutes. Ensure RTT patient data quality is accurate. Communication link to directorate management team, regarding consultant leave/service issues. Diary Management for Clinical teams. Telephone calls inbound/outbound relating to patients specific care, in a confidential manner. Typing of non-clinical letters as required. Liaise with Waiting List Co-ordinators to ensure patients are treated within breach dates To support and mentor new staff. Share responsibility with line manager for own personal development. Undertake HR related tasks, appraisals and recruitment (if necessary). Undertake any other duties which may be reasonably required. Job description Job responsibilities Please refer to the job description and person specification attached to the advert for the full details of the vacancy. Manage Clinic schedules and patient attendance for your Specialty, working closely with Consultants and other stakeholder departments. Liaise with Consultants regarding patient queries and be a key contact for consultants and other clinical staff. Accurately transcribe clinical letters using Winscribe, producing high quality work within defined deadlines. Use judgement and initiative to prioritise the importance/urgency of tasks within defined guidelines. Establish and maintain patient admin systems/databases. Dealing with incoming mail, results/reports management Attending/organising meetings, take minutes. Ensure RTT patient data quality is accurate. Communication link to directorate management team, regarding consultant leave/service issues. Diary Management for Clinical teams. Telephone calls inbound/outbound relating to patients specific care, in a confidential manner. Typing of non-clinical letters as required. Liaise with Waiting List Co-ordinators to ensure patients are treated within breach dates To support and mentor new staff. Share responsibility with line manager for own personal development. Undertake HR related tasks, appraisals and recruitment (if necessary). Undertake any other duties which may be reasonably required. Person Specification Training & Qualifications Essential oMinimum 3 GSCEs or equivalent to include English Language oNVQ level 3 in administration or equivalent Desirable oECDL or equivalent ICT oRSA III word-processing/text processing or equivalent Experience Essential oMinimum of 2 years secretarial experience oAudio typing oMinute taking experience oExperience in using Microsoft Office Desirable oKnowledge of National RTT targets oWaiting list management oMedical terminology oKnowledge of hospital IT systems, e.g. Medway PAS, Notis. Winscribe oPrevious experience of working in the NHS oExperience in managing a team Communication and Relationship skills Essential oMust be able to clearly and accurately convey information verbally and in written format oMust be understanding and helpful oCan complete letters, forms, reports & tables using computerised technology from information collected oFriendly and professional telephone manner oMaintain confidentiality, sensitivity and empathy in communication with patients/colleagues oHas ability to motivate, coach and mentor others within the team Analytical & Judgement Skills Essential oAble to use judgement to solve problems and answer enquiries oUses resources cost effectively oUses own initiative oWorks in line with organisational targets and objectives Planning and Organisational Skills Essential oDemonstrates ability to organise own work schedule oDemonstrate ability to delegate and organise work for others oManages times effectively and display initiative oWork within prescribed deadlines oAbility to prioritise workload Physical Skills Essential oUses own equipment responsibly oFrequent use of VDU equipment oFrequent sitting at a keyboard Values & Behaviours Essential Must be able to demonstrate behaviours consistent with the Trust's "We are here for you" behavioural standards Other requirements specific to role Essential oDemonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace oRemains calm and co-operative under pressure or in difficult and uncertain situations oHighly motivated oGives consistent and stable performance under pressure oDemonstrates enthusiasm and a conscientious approach to work, advocating this to others oDisplays self-confidence, innovation and positive image oFlexible approach to work Person Specification Training & Qualifications Essential oMinimum 3 GSCEs or equivalent to include English Language oNVQ level 3 in administration or equivalent Desirable oECDL or equivalent ICT oRSA III word-processing/text processing or equivalent Experience Essential oMinimum of 2 years secretarial experience oAudio typing oMinute taking experience oExperience in using Microsoft Office Desirable oKnowledge of National RTT targets oWaiting list management oMedical terminology oKnowledge of hospital IT systems, e.g. Medway PAS, Notis. Winscribe oPrevious experience of working in the NHS oExperience in managing a team Communication and Relationship skills Essential oMust be able to clearly and accurately convey information verbally and in written format oMust be understanding and helpful oCan complete letters, forms, reports & tables using computerised technology from information collected oFriendly and professional telephone manner oMaintain confidentiality, sensitivity and empathy in communication with patients/colleagues oHas ability to motivate, coach and mentor others within the team Analytical & Judgement Skills Essential oAble to use judgement to solve problems and answer enquiries oUses resources cost effectively oUses own initiative oWorks in line with organisational targets and objectives Planning and Organisational Skills Essential oDemonstrates ability to organise own work schedule oDemonstrate ability to delegate and organise work for others oManages times effectively and display initiative oWork within prescribed deadlines oAbility to prioritise workload Physical Skills Essential oUses own equipment responsibly oFrequent use of VDU equipment oFrequent sitting at a keyboard Values & Behaviours Essential Must be able to demonstrate behaviours consistent with the Trust's "We are here for you" behavioural standards Other requirements specific to role Essential oDemonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace oRemains calm and co-operative under pressure or in difficult and uncertain situations oHighly motivated oGives consistent and stable performance under pressure oDemonstrates enthusiasm and a conscientious approach to work, advocating this to others oDisplays self-confidence, innovation and positive image oFlexible approach to work 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 Queens Medical Centre Derby Road, Lenton Nottingham NG7 2UH Employer's website https://www.nuh.nhs.uk/ (Opens in a new tab)