Team Assistant
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work.It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society.We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
An exciting opportunity has arisen to join a secretarial, clerical & administrative team providing a cross boundary approach to secretarial support within an Acute Hospital Trust. The structure provides ideal opportunities for career progression within the medical secretariat.
If you possess excellent communication and organisational skills, work well in a team and can meet deadlines successfully then this position could be for you.
The current position available is full time working Monday - Friday.
You will be able to:
Able to demonstrate a good basic education.
English Language GCSE pass.
Working knowledge of Microsoft Office programs.
An ability to learn and adapt quickly and use initiative.
Able to manage your time, prioritise and problem solve effectively.
Working knowledge of Heath Care Patient Management Systems is an advantage, however, training will be given if required.
Main duties of the job
To provide clerical and administrative support to the secretarial team and to work closely with other members of the administrative team.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work.It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
Posting of all correspondence, internally and externally for the secretarial team.
To set up and maintain filing systems ensuring all documents are accurately and appropriately archived. To take responsibility for patients notes in the office. To implement secretarial and administrative policies to track medical records using the Patient Administration System.
To set up and maintain a process to ensure all patient filing (including results) are accurately and appropriately archived in the patients’ electronic records as well as patient case notes.
Signing off results in patient administration systems once read and acknowledged by the clinician(s).
To ensure all patient correspondence and reports are filed in the patient notes for the next clinic appointment.
To obtain medical records requested by secretarial staff from all departments including medical records in a prompt and efficient manner, highlighting any unavailable records to the appropriate member of the team.
To answer telephone queries when providing cross-cover for the secretaries when necessary, taking accurate messages and dealing with less complex queries.
To use the Patient Administration Systems and email to access patient appointments, waiting list information etc., when required.
To communicate with staff from Medical Records, Call Centre and other relevant departments.
To collect referral letters for the team to review and return to the Call Centre, on a daily basis.
To print and take e-referrals to the scanning team and collect daily to be read by the clinician(s).
Take documents over to the scanning bureau on a daily basis.
Scanning patient documents onto patient administration systems.
Photocopying, faxing and any other clerical duties.
To maintain an up-to-date secretarial job plan/cover folder for the secretarial team.
To monitor and order sufficient supplies of office stationery and equipment within the department.
Person specification
Qualifications
Essential criteria- Able to demonstrate good basic education
- English language pass GCSE
- RSA I or equivalent speed and accuracy
- European Computer Driving License
Experience
Essential criteria- Demonstrates understanding of the key functions of the Team Assistant role
Skills
Essential criteria- Articulate – excellent communications skills
- Able to prioritise tasks
- Demonstrates potential to be able to work under pressure
- Demonstrate understanding of patient confidentiality
- Experience of Excel and Powerpoint
Personal Qualities
Essential criteria- Able to respond effectively to working alone or in a team
- Conscientious and hard working
- Ability to use initiative
- Honest and reliable
- To be able to adapt to change
- Flexible
- Understanding of own limitations
IMPORTANT INFORMATION
Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don’t want to miss out we recommend submitting your application as early as possible.
The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).
Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.
We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.
Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.
South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.
All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it’s a great way to help our patients, visitors and staff stay healthy.
The Trust is part of a ‘Foundation Group’ through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.