Speciality PA Colorectal Nottingham, England
Job description
Band 4
Job overview
An exciting opportunity has arisen for a full - time Band 4 Specialty PA, Within the Colorectal Surgery Division, based at the Queens Medical Centre. The post holder will be working closely with a team of administration colleagues as well as medical, surgical and nursing staff to provide an excellent administrative service for our patients and parents/carers. The role involves bringing together excellent written and verbal communication skills, good working knowledge of Microsoft Office, Diary planning as well as excellent planning and organisational skills. You will be a team player and also able to work on your own initiative to meet agreed plans and deadlines.
Main duties of the job
The successful candidate will play a crucial role in delivering a high quality Specialty PA service providing comprehensive administrative and secretarial support to a team of consultants, SPR's and nursing colleagues within the the Colorectal speciality, whilst working closely with a team of administrative colleagues to provide excellent administrative service for our patients and parents/carers.
To understand the role in more detail, please read the attached job description and person specification documents.
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.
Manage Clinic schedules and patient attendance for your Specialty, working closely with consultants and other stakeholder departments.
Liaise with consultants regarding patient queries and be a key contact for consultants and other clinical staff.
Accurately audio transcribe clinical letters using Winscribe, producing high quality work within defined deadlines.
Use judgement and initiative to prioritise the importance/urgency of tasks within defined guidelines.
Establish and maintain patient admin systems/databases.
Dealing with incoming mail, results/reports management.
Attending/organising meetings, take minutes.
Ensure RTT patient data quality is accurate.
Communication link to directorate management team, regarding consultant leave/service issues.
Diary Management for clinical teams.
Telephone calls inbound/outbound relating to patients specific care, in a confidential manner.
Typing of non-clinical letters as required.
Liaise with waiting list co-ordinators to ensure patients are treated within breach dates.
To support and mentor new staff.
Share responsibility with line manager for own personal development.
Undertake HR related tasks, appraisals and recruitment (if necessary).
Undertake any other duties which may be reasonably required.
Person specification
Training & Qualifications
Essential criteria
- 5 GCSEs C or above, to include English Language
Desirable criteria
- RSA III word-processing/text processing or equivalent
- NVQ level 3 in administration or equivalent
Experience
Essential criteria
- Experience in using Microsoft Office
- Audio typing
- Line management qualification or equivalent – Team leader experience might be advantageous from a planning and organising perspective.
- Proven secretarial experience
- Electronic diary management
- Waiting list entry – not relevant for all Specialities, however see comment in JD
Desirable criteria
- Knowledge of 18wk & Cancer Targets Winscribe Knowledge of hospital IT systems, e.g. Medway PAS, Notis.
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
- Friendly and professional telephone manner
- Has ability to motivate, coach and mentor others within the team
- Maintain confidentiality, sensitivity and empathy in communication with patients/colleagues
Analytical and Judgement skills
Essential criteria
- Able to use judgement to make decisions in order to solve problems/enquiries
- Uses own initiative
Planning and organisation skills
Essential criteria
- Demonstrates an ability to organise own work schedule
- Demonstrates an ability to delegate and organise work for others
- Manages time effectively and displays initiative
- Works within prescribed deadlines
- Ability to prioritise workload
___________________________________________________________________________________
Bring your whole self to work for us at NUH. We love diversity and we value your difference, your unique skills, knowledge and experience. Becoming one of our people may realise your potential, helping us to raise our performance in delivering world class healthcare to the diverse patient populations we serve.
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are currently under-represented at NUH.
Covid-19 vaccination: remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We continue to encourage our current and potential colleagues to get vaccinated. For helpful advice and information about the Covid-19 vaccination and how to access visit: https://nottsccg.nhs.uk/covid-19/covid-19-vaccinations/
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
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.
Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements
ID and Right to work checks: NUH authenticate all ID and right to work documentation such as passports, visa’s and driving license 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.
