secretary Nottingham, England
Job description
Band 3
Job overview
An exciting opportunity has arisen for a new Assessment Secretary to join our Community Paediatric Administrative Team at the CDC. We are looking for a dynamic and enthusiastic person to join our Child Development Multi-Disciplinary team, delivering a high quality secretarial and administrative service to the Team around a Child area of Community Paediatrics. The successful candidate will be a conscientious and enthusiastic team player with excellent organisational and communication skills.
Main duties of the job
In addition to the summary below you need to familiarise yourself with the full job description and person specification documents attached to this advert.
To provide comprehensive secretarial and administrative support to all members of the Child Development Multi-Disciplinary Team ensuring a co-ordinated service for children and young people with complex needs. This is the central administration role for the pathway assessment and support for children with complex needs and their families. Coordination of meetings and organisation of reviews etc with agreed time periods takes up a large proportion of the administration.
Working for our organisation
Nottingham University Hospitals NHS Trust (NUH) recognises that its ability to be the best for patients depends on the talent and commitment of all our employees. As a service we are committed to continuous professional development for all our staff through a range of opportunities that involve training courses and involvement in service developments.
NUH has a set of values and behaviours to improve the experience for our patients and our staff (We are here for you). This means that in undertaking this role the post holder is expected at all times to behave is a way that demonstrates commitment to the delivery of thoughtful patient care and continuous improvement.
Detailed job description and main responsibilities
In addition to the below summary you need to familiarise yourself with full Job Description and Person Specification documents attached to this advert.
Adhere to Values and Behaviours to meet the Trust’s expectation.
To co-ordinate/forward plan the weekly Assessment Team Around the Child Meetings for new and existing patients working with the Child Development Team at the Children’s Centre, to include preparation of the Agenda. Preparation of assessment reports for all team members, liaison and other administration tasks associated with this team.
Developing and maintaining a comprehensive bring forward systems to identify reviews.
To establish and maintain admin systems/databases for the Clinical Audit.
Administration of appointments via Clinic.
To undertake all audio-transcription or copy typing using the word processing system to include the photocopying and distribution of typed medical reports/letters.
Chasing professionals involved with family/child for reports and copying/pasting reports from eg System 1, Notis.
To participate in audits and other processes to improve the delivery of care to the children. Produce clinical audit information annually/6 monthly or more frequently as requested by the Lead Consultant.
To maintain a diagnostic database of patient details for the Child Development Team and designated paediatricians.
To liaise effectively with other users including hospitals, clinicians, parents/carers and agencies associated with the children’s services.
To deal with the opening and distribution of mail, linking up notes and results as necessary.
Manage e-mail account and action urgently when necessary.
To receive and refer telephone enquiries sensitively and appropriately, taking messages as required. Relaying appropriate calls and messages proactively.
To organise meetings and venues for doctors as and when required.
To liaise with Paediatricians and other clinicians in all aspects of this post.
To liaise with schools/nursery to organise school review for first handover meeting which the doctor will chair (meetings are normally handed over to school when the child reaches 5 years).
To maintain the confidentiality of patients and other hospital information at all times.
To comply with the Health & Safety Policies, reporting all accidents and incidents to the appropriate manager.
To undertake relevant training and maintain current knowledge of hospital policies.
To book Interpreters using the hospital booking system and liaising with interpreter when families struggle with communication.
Completion of feedback forms with families for clinical audit purposes.
Person specification
Training and qualifications
Essential criteria
- RSA III word processing or equivalent experience
- 5 GCSE’s or equivalent C or above – must include English
- Computer literate to ECDL standard or equivalent
Experience
Essential criteria
- Proven typing and administration experience
- Fast and accurate audio typing
- Experience in using Microsoft Office and Outlook
- Demonstrates an understanding of patient / client confidentiality
- Can complete letters, forms, reports and tables using computerised technology from information collected
Desirable criteria
- Previous experience of working in the NHS and experience using MS Office, Medway PAS and Notis.
- Knowledge of RTT pathways and Medical Terminology
Communication and relationship skills
Essential criteria
- Must be able to clearly and accurately convey information verbally gathered from both verbal and documented reports
- Must be understanding and helpful
- Uses information gathered to inform others
- Friendly and professional telephone manner and can maintain confidentiality , sensitivity and empathy in communication with patients/clients
- Is open to suggestions and ideas and new working practices within a team
- Able to communicate with service users, patients and outside agencies in a clear and concise manner
- Excellent verbal and written communication skills
Analytical and judgment skills
Essential criteria
- Able to use judgement to make decisions in order to solve problems / enquiries
- Able to complete tasks using own initiative
- Seeks appropriate training opportunities
- Works in line with organisational goals and objectives
- Uses resources cost effectively
Planning and organisation
Essential criteria
- Works within prescribed deadlines
- Ability to plan and organise own time.
- Work with a high level of accuracy
- Demonstrates an awareness of the importance of prompt timekeeping
- Remains calm and co-operative under pressure or in difficult and uncertain situations
- Demonstrates enthusiasm and a conscientious approach to work, advocating this to others
Physical skills
Essential criteria
- Able to move case notes of various weights from different heights using regulation stools / ladders
- Frequent use of VDU equipment
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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.
