administrative assistant Nottingham, England
Job description
Band 2
Job overview
Working as part of a friendly team the post holder will support the provision of comprehensive administrative and clerical functions to the Cellular Pathology service at NUH. This is a full time post to cover reception and clerical duties for a busy Pathology service providing patient reports in a timely manner. The post holder will be required to follow guidelines and ensure the effective provision of a quality service.
Main duties of the job
In addition to the below summary you need to familiarize yourself with full Job Description and Person Specification documents attached to this advert.
To provide basic administrative and clerical support for the Cellular Pathology teams, including general typing, data entry, photocopying, filing, sorting and distribution of incoming post for the department. Undertake the preparation of MDT/review meetings. Book in opinion reviews as required and contribute to slide and card filing. Use computer systems to accurately record patient information and material location.
Working for our organisation
Nottingham University Hospitals NHS Trust is one of the UK’s largest acute teaching Trusts delivering an exceptional range of patient care, teaching, research and regional tertiary services.
The department of Cellular Pathology has Surgical Laboratories on both campuses at NUH Trust. Diagnostic services are provided on tissue and fluid samples at the request of a clinician, GP or private healthcare sector to in-patients, out-patients and the community. The laboratory also processes specimens referred from other NHS hospitals.
Detailed job description and main responsibilities
To provide basic administrative and clerical support for the Cellular Pathology teams, including general typing, data entry, photocopying, filing, sorting and distribution of incoming post for the department.
To support the laboratory staff with investigation and correction of discrepancies on the request cards, as required.
Receive and deal promptly and efficiently with telephone and personal enquiries from hospital clinicians, GPs, PCT, other external bodies and persons calling at the department. Referring calls and enquiries to appropriate members of Cellular Pathology.
To undertake the preparation of MDT/review meetings.
To book in opinion reviews as required.
To provide clerical support for audit within the department.
Retrieval and tracking of blocks/slides as requested by other hospitals for review or by research organisations as required.
Printing and distributing of paper reports.
Provide print outs and chase up reports which are unreported/unauthorised.
Slide and card filing.
Attendance at departmental meetings.
Assist in the training of new clerical staff in conjunction with the Office Manager.
To contribute with producing of departmental Standing Operating Procedures and Risk Assessments.
Participate in clinical and clerical audit.
Participate in Joint Annual Personal Development Review with line managers.
To undertake any other duties that may be reasonably required.
Person specification
Training and Education
Essential criteria
- 4 GCSE’s – – Grade A-C or equivalent including English and Maths.
Desirable criteria
- Qualifications in Business/Administration
Experience
Essential criteria
- Ability to data input accurately and efficiently
- Computer literate
Desirable criteria
- able to demonstrate good organisational skills
Communication and relationship
Essential criteria
- Good telephone manner
Desirable criteria
- Ability to work and liaise with different people
Planning and organisation
Essential criteria
- Ability to prioritise workload
Training and Qualifications
Essential criteria
- Willingness to undertake training on specific departmental computer systems
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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.
