support specialist Nottingham, England
Job description
NHS AfC: Band 3
Job overview
This is an exciting opportunity to join the Therapy & Rehabilitation Administration Team . We are looking to recruit a confident, enthusiastic and self motivated individual on a full time basis.
This post will require you to work in a busy environment with another Clinical Support Officer and other members of the A&C teams to ensure consistency and idea sharing across sites to support our services.
Working as part of a team the post holder will support the provision of comprehensive secretarial and administrative functions to the Therapy and Rehabilitation Services Directorate, to allow the smooth and efficient performance of duties to make a direct and positive contribution to the work of the team.
The post holder must organise their own workload and be proactive in supporting colleagues with administration services within the Directorate. As part of the role, administration support will include support with process management, diary management, administration assistance with ongoing projects, organisation of meetings and taking minute taking.
The role may also require some cross site working, although the base will be at QMC.
Main duties of the job
In addition to the below summary please familiarize yourself with full Job Description and Person Specification documents attached to this advert.
Provide a comprehensive and proactive administration service
Production of letters/documents using copy typing and/or templates
Arrangement and administration support of meetings where required
Support the Directorate recruitment processes
Production and dissemination of information
Data collection and recording
Working for our organisation
The Therapies Administration team is part of the Therapies and Rehab Services Directorate, within the Clinical Support Division at NUH. We provide administration support to registered AHP professionals comprising of Physiotherapists, Dietitians, and Occupational Therapists, There is wide variety of registered staff on hand and our admin teams are experienced, knowledgeable and supportive, we also have our A&C Service manager to provide professional support where needed by pathway admin teams so you would benefit from support from many years of a wide variety of experience.
Detailed job description and main responsibilities
Provide comprehensive administration support to Therapy staff
Produces letters/documents, clinical papers and material for publication as required, from either audio, copy typing or shorthand. Creates correspondence as appropriate from predefined templates.
Contributes with the management and updating of the diaries of relevant staff, arranging appointments and meetings if required, locating suitable venue and informing attendees.
Assist with arranging and co-ordinating multidisciplinary team and departmental meetings.
Responsible for the tracking and retrieval of student information across the department as required.
Contribute to the production of departmental induction packs and standard operating procedures for staff where appropriate, working from defined guidelines.
Production and dissemination of staff communications such as newsletters, trust briefing reports.
Provide administration support to clinicians for course bookings and support the business unit with ensuring income for courses is captured.
Lead on collation of data relating to student activity within the department.
Support the Therapy Governance Support Lead with department intranet and internet maintenance.
Use judgement and initiative to prioritise the importance/urgency of particular requests within specialty defined guidelines.
To undertake other specialty specific duties in accordance with Trust policies and procedures.
Assist in dealing with incoming correspondence and facilitating prompt action on results/reports.
Assist in maintaining administrative systems/databases for data collection for use with audit purposes where appropriate.
Supporting recruiting managers with the recruitment processes from advert to appointment of staff – to include the processing of appointment and change forms and induction processes
Management of systems to support staff and students eg inputting of data
To support new staff.
Person specification
Training & Qualifications
Essential criteria
- Educated to GCSE level, with grade C or above in English and maths
- NVQ level 3 in relevant field or equivalent experience
- Experience in using Microsoft Word, Excel, Outlook
Experience
Essential criteria
- Previous experience of a variety of professionals in a complex organisation
- Experience in a customer care role
- Recent experience in a clerical / administration role
Desirable criteria
- Understanding of processes within the NHS
- Knowledge of hospital systems
Communication and relationship skills
Essential criteria
- Demonstrates ability to provide and receive routine information, which may sometimes be sensitive or complex.
- Able to communicate information using a variety of written and verbal communication skills.
- Demonstrates clear listening and oral communication skills
- Friendly and Professional manner
- Maintains sensitivity and empathy in communication with patients / staff
- Provides and receives information which requires tact and persuasive skills where there are barriers to communication
- Uses correct grammar and spelling
- Can complete letters / forms / reports / tables using computerised technology from information collected
- Understands and practices the principles of confidentiality
- Ability to work as a team
- Ability to work under pressure
- Assertive, confident and self motivated
Analytical and Judgement skills
Essential criteria
- Ability to work under pressure and work to deadlines
- Ability to problem solve
- Effective judgment skills for decision making
- Recognise own limitations and when to escalate issues
Planning and organisation skills
Essential criteria
- Ability to work on own initiative
- Proven ability to use procedures for SOPs
- Ability to prioritise tasks and work to deadlines
Physical skills
Essential criteria
- Good keyboard skills
- Accuracy for inputting confidential information
Other requirements
Essential criteria
- Must be able to work flexibly across campuses
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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.
