Looking for a rewarding new role with plenty of flexibility and opportunities for career progression? Look no further than Norfolk’s community NHS. You’ll be working closely with patients and their families to keep people safe and well, by looking after them at home and in their local communities.
NCH&C is proud to be the first standalone NHS community trust in the UK to achieve an ‘Outstanding’ rating from the Care Quality Commission (CQC). Our focus is on continually improving the quality of care we offer to local people and on improving access to that care, helping people to move seamlessly from one service to another. Praising NCH&C’s “compassionate, inclusive and effective leadership at all levels”, the CQC observed that our staff are well supported to make positive changes and innovations.
Norfolk Community Health & Care NHS Trust is committed to continuing to create a modern and inclusive work environment. As part of this commitment we actively promote flexible working opportunities where possible, to meet the needs and wishes of our workforce to maintain and improve their wellbeing. The trust offers a range of flexibility, including flexible working patterns, and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you.
We welcome applications from people who share our values and can help us deliver outstanding care in our local community.
Job overview
To provide comprehensive and pro-active secretarial and administrative support to the Medicines Optimisation and General Medical Inpatient teams. Ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard. Contributing to the smooth running of both services across the Trust with safe staffing levels. Working independently, using own initiative and problem-solving skills to support the Inpatient Medical team and Medicines Optimisation team.
Accountable To:
Lead Advanced Clinical Practitioner / Head of Medicines Optimisation
Reports To:
Main duties of the job
To carry out and prioritise a variety of administrative duties and undertake other office duties, including:
* Dealing appropriately with all telephone and email enquiries from staff. This will include communicating with staff around rosters, pay, prescribing trends and formulary requests.
* Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations. This may include regularly dealing with matters of a complex and/or distressing nature.
* Understanding a range of work procedures and practices, some of which are non-routine, requiring a base level of theoretical knowledge.
* Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
* Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date, in a timely manner.
* Opening, sorting and distributing incoming mail, and ensuring that outgoing post is sent in a timely manner.
* Researching websites, downloading and circulating documents, as requested.
* Where required, work as a team with a group of staff on a daily basis.
* Identify and report areas within working processes and procedures that could improve service delivery.
* Assist Managers in the HR and recruitment process for new starters, prepare relevant paperwork for Managers to authorise changes to current staff’s circumstances.
Working for our organisation
Norfolk Community Health & Care NHS Trust provides community-based NHS health and care via more than 70 locations across Norfolk, as well as providing a specialist Early Supported Discharge service to stroke patients in Norfolk and Suffolk.
Serving a population of nearly 900,000, NCH&C delivers services for children, young people and families, therapies, community nursing, end of life care and specialist nursing, among others. We believe that people are better looked after locally and this belief drives us to work hard to bring expert care to patients in our seven community hospitals, within GP surgeries and in patients’ own homes. Working in the community will provide you with the opportunity to develop longer-term and more personal relationships with patients, carers, and other professionals.
Detailed job description and main responsibilities
· To maintain schedules and diaries, organise and service meetings and clinics, which may involve travel to and from other venues. This will include resolving appointment conflicts, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings.
· To undertake receptionist/telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner.
· Exercising tact and judgement in dealing with and resolving routine enquiries, taking accurate messages and ensuring these are passed to the relevant person in a timely manner.
· To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning/authorising and receipting goods and services on the NHS procurement system and carrying out research into goods and services as directed.
· Assist with the ordering, receipt and distribution of controlled stationary such as prescription pads.
· Inputting onto various databases and systems, e.g. SystmOne, PAS, EASY and designated spreadsheets, within the required timescales and deadlines.
· To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager and service manager informed at all times.
· A regular audit is carried out to ensure compliance with procedures and financial standing orders.
· To implement policies for own work area and propose changes, as necessary and demonstrating required duties to new starters. To monitor and report sickness absence and annual leave.
· To receive controlled items including (but not exclusively), prescription pads and drugs, in accordance with Trust Protocol Guidelines, ensuring secure storage and distribution to the relevant disciplines.
· It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
Person specification
Qualifications
* Maths and English GCSE (Grade C or above), or equivalent
* NVQ Level 2 in Business Administration, or equivalent experience
* ECDL, or equivalent IT qualification
* Shorthand, or equivalent qualification
* RSA II, or equivalent typing qualification
Experience
* Proven administration experience in a busy office environment
* Proven experience of working as part of a team
* Knowledge of NHS ordering systems
* Knowledge of SystmOne
* Knowledge of NHS
* Knowledge of prescribing systems
Skills
* Comprehensive working knowledge of Microsoft Office, especially Word, Excel and Outlook
* Good organisation and communication skills
* Proven ability to work on own initiative, without direct supervision, prioritising and managing own workload
* Articulate, calm, polite and well-motivated with a positive attitude to customer care
* Effective communication and listening skills
* Enhance IT skills
* Customer care skills
* Knowledge of Datix
* Knowledge of eRoster
* Experience of minute taking
Personal Attributes / Behaviours (Linked to the Trust's Behaviour Framework)
* Enthusiastic and motivated
* Committed to providing the best possible service to patients
* Tact and diplomacy
Other
* Flexible attitude and approach to work to meet the needs of the service
* Able to make own transport arrangement to meet the needs of the service (access to own vehicle and clean, full UK driving licence)
* Willingness to support in the required geographical locations
Equal Opportunities - We are an equal opportunities employer and welcome all applications irrespective of age, disability, gender, sexual orientation, race or religion. Additionally, people with disabilities that fall under the Disability Confident Scheme will be offered an interview providing they meet the minimum criteria for the post (outlined in the Person Specification). All sites are Smoke Free.
Immigration Status - Norfolk Community Health & Care NHS Trust is a diverse employer and welcomes all job applications. However, potential applicants should note that although the Trust is registered with the Home Office as a sponsor organisation for migrant workers, sponsorship can only be offered against Skilled Worker visas. If you are an applicant from outside the UK and do not already hold a self-gained right to work, we recommend you check the Home Office eligibility requirements before making an application.
Please note: Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system.
Redeployment - Please note that in the first instance priority for this vacancy will be given to NCH&C staff who are on the Trusts Redeployment Register.
DBS - If this post is subject to a Disclosure and Barring Service (DBS) check and you are not a current employee of Norfolk Community Health and Care NHS Trust or being recruited as an Apprentice then the cost of the DBS check will be automatically removed from your first month’s salary. However if you are registered with the update service this may not be required.
Closing and Interview Dates - This vacancy may close early if sufficient applicants are received.
Data Protection - A privacy notice detailing how we will handle your data is attached to this advert as a document. Your application will be transferred to our recruitment management system (Trac) once the advert has closed and you will receive notification then detailing how Trac will handle your data.
Employer certification / accreditation badges
Name Heather Symonds Job title Lead Advanced Clinical Practitioner Email address Heather.Symonds@nchc.nhs.uk Telephone number 07823374365
If you have problems applying, contact
Address Room 218, Norwich Community Hospital
Bowthorpe Road
Norwich
NR2 3TU
Telephone 01603697444
We’re proud to be an inclusive employer in Norfolk
Working at NCH&C
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