administrative assistant Nottingham, England
Job description
Band 3
Job overview
An exciting opportunity has arisen within the Antenatal and newborn screening service at NUH. The role is office based and requires flexible working 30 hours per week to be worked across Monday to Friday between the hours of 7am and 6pm. across both City and QMC sites. The post offers an ideal opportunity for a highly motivated and meticulous person to develop a career within Antenatal and Newborn screening. You will provide comprehensive and administrative support to members of the Antenatal and Newborn (ANNB) Screening team, to assist with the smooth and effective performance of the service. We are looking for candidates who have experience working within an NHS setting and are familiar with NHS IT systems. The team are dedicated to the provision of a service to its highest standard for families and their babies working as part of a multidisciplinary team. If you want to join this caring team and gain administrative experience in this field this maybe the opportunity for you.
Main duties of the job
In addition to the below summary you need to familiarise yourself with full Job Description and Person Specification documents attached to this advert .
The role will support the Antenatal and newborn screening team by providing general office duties including photocopying, scanning, update of personnel files , provide secretarial support for meetings ,undertake procurement , ensure all team members are booked onto the relevant role mandatory training and manage electronic eroster ensuring clinical areas are adequately staffed, lock for submission to pay services, within the specified timeframes annual leave approved and shift amendments altered as approved by the Antenatal and Newborn Screening team manager / screening coordinator. The role also includes assisting with Quality assurance checks for audits, management of outpatient clinic appointments. Completion is required of NHSP e-learning modules to support with the quality assurance checks
Working for our organisation
Our organisation is driven by our strategic objectives and organisational values. A leading teaching hospital. The Maternity service is delivered across two Hospital sites and community providing care for approximately 8500 births annually. We have strong strategic objectives to deliver safe effective high quality.
Our team currently consists of a Newborn Hearing screening manager, hearing screeners, two Antenatal and newborn screening coordinators, a newborn screening link midwife a haemoglobinopathy screening link midwife and an Antenatal and newborn screening failsafe officer. The staff have offices at both City and QMC and work on the maternity wards, Labour suites, Neonatal Units and the Children's wards. Roles are varied and work closely with a number of multidisciplinary teams and outside agencies.
We are a friendly happy team with a great sense of humour; we have regular team meetings and like an excuse for a social occasion.
Detailed job description and main responsibilities
Our organisation is driven by our strategic objectives and organisational values. A leading teaching hospital. The Maternity service is delivered across two Hospital sites and community providing care for approximately 8500 births annually. We have strong strategic objectives to deliver safe effective high quality.
Our team currently consists of a Newborn Hearing screening manager, hearing screeners, two Antenatal and newborn screening coordinators, a newborn screening link midwife a haemoglobinopathy screening link midwife and an Antenatal and newborn screening failsafe officer. The staff have offices at both City and QMC and work on the maternity wards, Labour suites, Neonatal Units and the Children's wards. Roles are varied and work closely with a number of multidisciplinary teams and outside agencies.
We are a friendly happy team with a great sense of humour; we have regular team meetings and like an excuse for a social occasion.
Person specification
Training and qualification
Essential criteria
- To be educated to ‘O’ level, GCSE or equivalent standard at grade C or above in Maths /English
- NVQ/Diploma relevant qualification level 3 or above
- Experience of Microsoft packages and NHS computer systems, MEDWAY Live ,Medway maternity
Desirable criteria
- e roster management
- Procurement experience
- IT Qualification
Experience
Essential criteria
- Proven experience of working in an office environment.
- Experience of using Microsoft word and Microsoft Excel
- Understanding the importance of confidentiality
- Accuracy and attention to detail in regard to inputting and checking data
Desirable criteria
- Previous experience in health care setting
- Understanding of Screening Programmes
Communication and relationship skills
Essential criteria
- To have the ability to clearly and accurately convey information verbally and in written form to colleagues and outside agencies
- Ability to work as part of a team
- To maintain the Trust’s Code of Confidentiality at all times.
Analytical and Judgement skills
Essential criteria
- To identify and problem solve on a daily basis within own sphere of work ,using own judgment to decide on urgency or when to refer to relevant senior staff
- Ability to record accurate data within specific set programmes
Desirable criteria
- Previous experience of audit or data collection
Planning and organisational skills
Essential criteria
- Ability to manage and prioritise own workload on a day to day basis
- Able to concentrate in a very busy environment working to strict deadlines.
- Ability to work on their own within an office.
Desirable criteria
- Establish what needs to be done and when, through good enquiry and communication skills with others
Physical Skills
Essential criteria
- Job requires long period of time sat at the computer, looking at multiple systems and screens.
- May require periods working on a laptop.
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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
NUH are now able to offer application completion support and interview preparation support. Please follow the link to book onto our sessions: Support for NUH Job Applications
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.
