Patient Pathway Administrator- Support Secretary
Job overview
A new and exciting opportunity has arisen to join the Diabetes Administrative team at Nottingham University Hospitals. We are looking to recruit a Band 3 Patient Pathway Administrator - Support Secretary to be based predominantly at Dundee House but some work at QMC campus may also be required on occasion.
We are looking for an enthusiastic and conscientious administrative team player with typing ability.
You will be able to work under pressure, have good written and verbal skills with excellent time-management and organisational skills. You will be able to prioritise your workload throughout the day.
You will be able to demonstrate a clear understanding of confidentiality issues and your behavior will be consistent with the Trust’s Values and Behavioral standards.
Main duties of the job
In addition to the below summary you need to familiarise yourself with full Job Description and Person Specification documents attached to this advert.
As part of a team you will be responsible for managing the diabetes reception , booking patient appointments, completing the letters for the nursing team and updating on the diabetes digital platform. You will provide administrative support to the nursing team, managing the c floor patient pathway.Experience of typing, transcription of clinical correspondence and an understanding of medical terminology will be essential. You will work closely with the wider diabetes administration team to ensure that the diabetes patient pathway is efficient and any actions are undertaken to maintain and improve this.
You must be able to prioritise your own workload according to the changing day to day demands and deadlines, and use your own initiative to respond to queries both within and outside of the Organisation with a professional manner to patients, relatives and staff.
Working for our organisation
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
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 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.
Detailed job description and main responsibilities
Dealing with incoming mail and results/reports.
Managing patient queries and ensuring the patient pathway runs smoothly and efficiently
Accurately transcribe clinical letters using Winscribe, producing high quality work within defined deadlines.
Establish and maintain admin systems/databases
Adding patients onto Careflow and maintaining waiting lists
Use judgement and initiative to prioritise the importance/urgency of particular requests within defined guidelines.
Answer telephone queries and escalate appropriately.
Undertake peer audit of clinical correspondence to ensure a high standard of accuracy and quality of work.
Ability to exchange sensitive or contentious information with diplomacy and in a confidential manner ensuring timely handover to relevant staff.
Book appointments using necessary important clinical information to ensure patients are seen on their pathway without delay.
Manage e-mail accounts to retrieve key tasks then record and take any necessary action as appropriate.
To undertake other specialty specific duties in accordance with Trust policies and procedures to facilitate the patient pathway.
Ensure RTT (Referral To Treatment) patient data quality is accurate at all times.
Adapt a flexible attitude to meet the needs of the service, taking into consideration each department’s unique specialty and the subsequent requirements of such specialist services.
Provide cover for PA colleague during times of sickness and annual leave.
Undertake any other duties which may be reasonably required.
Promote an open friendly working environment.
Adhere to Trust policies and procedures relevant to your position.
Participate in a Personal Development Plan.
Person specification
Training and Qualifications
Essential criteria- 4 GCSE’s or equivalent C or above – must include English
- Computer literate to ECDL standard or equivalent
- NVQ level 3 or equivalent
- RSA II word processing or equivalent experience
Experience
Essential criteria- Proven typing experience
- Experience in use of microsoft office and outlook
- Experience off completing letters, forms and reports using ICT
- Experience of team working
- Experience of working in a clerical/ administrative role
- Previous experience of working in the NHS
- Medical Terminology
- Experience of using winscribe, careflow, medical office and notis
Communication
Essential criteria- Uses correct grammar and spelling
- Must be able to clearly and accurately convey information verbally gathered from both verbal and documented reports and to staff of all levels
- Demonstrates understanding of confidentiality
- Show sensitivity and empathy in communication and is open to ideas for change
- Demonstrates ability to work as a team
- Ability to develop good working relationships
Analytical and Judgement Skills
Essential criteria- Able to use judgement to make decisions in order to solve problems / enquiries
- Uses resources cost effectively
- Works in line with trust procedures and organisational goals
- Ability to use own initiative
Planning and Organisation
Essential criteria- Consistently works to high standards
- Able to prioritise tasks and work to deadlines
- Able to plan and organise own time
- Demonstrates enthusiasm for the work
Physical Skills
Essential criteria- Frequent use of VDU equipment / sitting at a keyboard
- Ability to retrieve and move files from different places
- Able to file accurately using numerical filing system
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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.
Applicants are kindly requested to refrain from using AI at any stage during the recruitment process.
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
If you are aged 16 or 17 and applying for a role that is more than 20 hours a week, please be aware that you will be asked to commence an Apprenticeship within the Trust alongside your role, as long as there is a suitable apprenticeship standard available. This is in line with the current guidance in England that whilst young people under the age of 18 can leave school (on the last Friday in June) they must then do one of the following:
- Stay in full-time education, for example at a college
- Start an Apprenticeship
- Spend 20 hours of more a week working or volunteering, while in part-time education or training
For more details visit; School leaving age - GOV.UK (www.gov.uk)
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 (£42.90 for enhanced and £22.90 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.
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