administrative assistant Nottingham, England
Job description
Band 3
Job overview
We currently have a post for a Full-time Waiting List Administrator working in our expanding Endoscopy service which covers City Campus, Treatment Centre and QMC Campus.
Working full-time 37.5 hours per week across Monday to Sunday between the hours of 7.30am – 20.00pm on a flexible fair share rota basis.
Endoscopy is a busy and fast paced department and while working as part of the whole team you will need to have the capability to prioritise your own workload, be confident, flexible and adaptable to varying situations in this busy environment
You will also be responsible for booking patients onto the correct waiting list within the appropriate time frame and other administrative duties which include covering our busy front facing reception area.
Main duties of the job
You will be a conscientious and enthusiastic team player with excellent organisational and communication skills with a sound administrative background.
You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure. The ability to manage your time and prioritise your workload whilst remaining patient focused is essential as well as an excellent telephone manner.
You will be responsible for welcoming patients to the Endoscopy Unit covering reception duties, listing patients onto the appropriate waiting list and then contacting patients to book them an appointment within the correct timescale alongside other administrative duties. Knowledge of cancer pathway targets would be an advantage.
Working for our organisation
This is a busy and fast paced department where no two days are the same. It's challenging but rewarding work!
Please ensure you read the person specification and job description attached to this role, your application should cover examples covering all of the essential skills.
Detailed job description and main responsibilities
Responsible for adding/removing patients to the NUH waiting list and co-ordinating/booking their admission to hospital, using hospital IT systems e.g. Medway PAS
Working to agreed protocols to negotiate patient admissions for inpatient and day surgery procedures and minor procedure treatments.
Ensure all relevant patient information is recorded on the Trust’s IT systems and updated accordingly in line with Trust Access Policy and Procedures
Act as the first point of contact within the Trust for patients who have enquiries regarding admission details and waiting list queries, either by email,, phone or face to face.
Ensure adherence to the Trust Waiting List Policy with regard to National and Trust Targets for waiting times
Provide non-clinical advice regarding hospital admission to patients seeking further advice from the Consultants or lead nurses as required
Be responsible for identifying potential breaches against Trust waiting list targets, and taking timely and appropriate action to avoid the breach, including 28 day target for cancelled ops.
Liaise with clinical staff to ensure the availability of any specialist equipment as required.
Ensure any patients who have not responded to letters, or do not attend pre-operative assessment clinics are contacted in line with the Trust Waiting List Policy.
Work flexibly and provide cross cover for colleagues in the Directorate.
Undertake any other duties and responsibilities, which may reasonably be required.
Deputise for the Waiting List Co-ordinator where appropriate
Person specification
Training & Qualifications
Essential criteria
- GCSE Level or equivalent in Maths/English Grades A-C
- Able to use Microsoft Office
Desirable criteria
- NVQ level 2/3 Buisness Admin
Experience
Essential criteria
- Demonstrate knowledge of waiting list processes
Desirable criteria
- Recent past NHS experience
- Knowledge of waiting list processes
Communication
Essential criteria
- Ability to develop good working relationships at all levels in a hospital environment
- Ability to deal tactfully with a wide range of people including patients
- Ability to priorities work and use initiative
Judgement skills
Essential criteria
- Able to use judgement to make decisions in order to solve problems / enquiries escalating as appropriate to the Waiting List Co-ordinator
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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 the 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.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
Support with Applications and Interviews: NUH are now able to offer application completion support and interview preparation support. If you would like to be contacted to take up this offer please email [email protected] providing your name, phone number, and email address and the team will be in touch.
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
