administrative assistant Nottingham, England
Job description
Band 3
- Full time
- Home or remote working
Job overview
This role will be part of the Centralised Pre-Operative Assessment Unit working across Nottingham University Hospitals sites including Nottingham City Hospital, Queen's Medical Centre and NHS Treatment Centre. The postholder will work 4 days per week 8am - 6pm.
You will be providing high quality admin and clerical support in the form of booking pre-operative and anesthetic appointments using electronic booking systems and liaise closely with all departments involved in providing timely appointments for patients.
The Pre-Operative Assessment Unit is a busy unit providing assessments to all types of patients from different surgical pathways. The Unit is made up of Consultant Anesthetists, Nurses, HCA's and Admin and Clerical Staff.
There is the option for one day work from home in, subject to full training and in line with management standards.
Access to the Staff Wellbeing programme including our 24hour staff advice and emotional support service, financial advice service, a staff physiotherapy service and staff support networks
Access to Spiritual and Pastoral Care Services
Salary sacrifice schemes
Cycle to work and travel passes
NHS discounts
Flexible working
Details of these and other benefits can be found on our intranet pages which you will have access when you commence with Team NUH.
Main duties of the job
The main duties of the role will include;
Working as part of the outpatient team based across 3 sites.
Ability to use initiative and judgement in dealing with non-routine enquiries and situations
Ability to exercise judgement and initiative when dealing with urgent enquiries and knowing when to escalate.
Liaise closely with all departments involved in providing timely appointments for patients.
Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the directorate management team medical/nursing staff.
Reduce and cancel clinics
Working for our organisation
With over 17,000 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.
Detailed job description and main responsibilities
Please refer to the job description and person specification attached to the advert for the full details of the vacancy.
KEY JOB RESPONSIBILITES
Be responsible for arranging partial booking follow up appointments.
Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the directorate management team medical/nursing staff.
Reduce and cancel clinics
Arrange transport as necessary
Ensure Referral to treatment patient data quality is accurate at all times.
Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary.
Manage the demand and capacity within the standard operating practice taking decision to escalate to the directorate management team any capacity issues
Highlight any capacity issues that arise.
Ensure all referrals are logged and booked in a timely manner meeting the standards in the NUH Access Policy and department KPI’s
Responds to any temporary day to day demand and capacity updates required in Medway
Print appointment/procedure confirmation letters as necessary and send to patients with the relevant information leaflets promptly.
Contact patients by telephone to ensure patients are aware of their appointments.
Keep personal data updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc.
Notify Outpatient Co-ordinator or designated person of any patients who fail to attend their appointment who will take necessary action in line with department and/or Trust policies.
Receive and respond to enquiries from relatives/external agencies adhering to Trust confidentiality guidelines at all times
Be able to competently use Medway PAS and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.
Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.
Present a professional, polite and courteous attitude at all times and be appropriately dressed when on duty.
Undertake any other duties, which may reasonably be required.
Work across site when required.
Person specification
Training & Qualifications
Essential criteria
- To be educated to ‘O’ level, GCSE or equivalent standard
- EDCL or equivalent including English at Grade C
- NVQ Level 3 or equivalent
Experience
Essential criteria
- Previous experience in an office environment
- Knowledge of IT systems, e.g. Microsoft Office, Word, Excel
- Understanding of the importance of confidentiality
Desirable criteria
- Knowledge of hospital IT systems, e.g. Medway PAS, Notis
- Knowledge of outpatient work
- Customer Service focused role
Communication and relationship skills
Essential criteria
- Excellent communication skills with the ability to Communicate with staff and the public at all levels
- Ability to work as part of a team and quickly adapt to Changing situations.
Analytical and Judgement skills
Essential criteria
- Able to use judgement to make decisions in order to solve problems/enquiries
- Ability to deal logically with quite complex issues, and deal with these in a professional manner
- Works in line with organisational goals and objectives
- Works with standard procedures and in line with Trust Policies
Planning and organisation skills
Essential criteria
- Ability to prioritise workload and use own initiative
- Demonstrates enthusiasm and a conscientious approach to work, advocating this to others
Physical skills
Essential criteria
- Be able to stand/walk for prolonged periods
- Frequent use of VDU equipment
Other requirements specific to the role (e.g. be able to drive or work shifts)
Essential criteria
- Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace
- Remains calm and co-operative under pressure or in difficult and uncertain situations
- Gives consistent and stable performance under pressure
- Ability to work across all sites
___________________________________________________________________________________
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.
