Administrative & Clerical /Personal Assistant
Job overview
The post-holder will be required to provide a full and confidential secretarial and administrative service to the Consultant in Special Care Dentistry based at Isebrook Hospital and Willowbrook Health Centre.
A range of secretarial and clerical skills will be required to support the smooth running of day-to-day operational issues for the supporting clinical teams, thus enabling a whole team approach with the aim of providing outstanding compassionate care.The post-holder will be required to work as part of a team with other Clinical Administrators and team members and provide cross cover during periods of staff absence. The post-holder will need be flexible in their approach and use initiative and judgement to organise their own workload and that of junior administrative staff within the service.
The post holder will report to the designated Manager / Supervisor and will be accountable to the Service Manager.
Main duties of the job
Please see below some of the main duties for this role, for a full list please refer to the job description- To receive and triage a range of telephone enquiries from patients, carers and professionals. To liaise with internal and external sources to resolve queries, problems, or complaints. Telephone calls may be of a highly sensitive, contentious or distressing nature requiring judgement, tact and sensitivity to reach an appropriate resolution.
- To carryout general office duties such as collecting and distributing post, reporting faults in line with local protocol, ordering and monitoring stationery and dealing with petty cash.
- To be aware of clinical needs in sourcing specific items of equipment for the service.
- To create, format and edit medical documents, including court reports and legal papers, from digital dictation, audio recordings, or written notes including service specific information and medical and legal terminology.
- To ensure timely production of medical - dental clinical or legal documents and following up action points from clinical/medical & dental consultations in line with legislation and established timescales, in many cases timescales will be critical and management of workload and time will be required to ensure deadlines are met thus ensuring fees or complaints are avoided.
- To cover reception and associated duties when required.
Working for our organisation
As a health and wellbeing organisation here at team NHFT we are dedicated to continually innovate and strive to make a difference to our community and those working for our Trust, we aim to serve the people of Northamptonshire and surrounding areas with safe, quality care.We deliver this from an understanding of our local healthcare needs, economy and the changing demands of our community.
Our mission, making a difference for you, with you was chosen by our staff and stakeholders. It means in everything we do and through every service we provide, we want to make a positive difference in people’s lives – for those we care for, those we work with and those who work with us.Everyone is part of our team.
Our core strategy is to be an employer of choice, a great place to work and be known for a diverse and inclusive culture whose staff feel valued. We provide a range of NHS services including physical, mental health and specialty services provided in hospital settings and out in the community within schools, GP clinics and patients own homes.
Here at NHFT we pride ourselves on our 54321 roadmap, pictured here which encompasses our PRIDE values, leadership behaviours, teams, enablers and our mission all of which are driven by our vision of ‘being a leading provider of outstanding, compassionate care’.We are extremely proud to say this has also been recognised by the Care Quality Commission (CQC) and our CQC rating of Outstanding for team NHFT
Detailed job description and main responsibilities
For further information on the advertised role, please refer to the job description located under the Supporting Documents heading.
Person specification
Previous Experience
Essential criteria- Evidence of working in this role or a similar role and function
- Minute taking skills or evidence of meeting management
Knowledge
Essential criteria- Excellent knowledge of Microsoft Office including Outlook, Word, Excel and PowerPoint
- Decision making autonomy
Typing speed and accuracy
Essential criteria- Evidence/Demonstrate
Important Information
By completing an application you are giving authorisation for the transfer of your data. In submitting an application form, you authorise us to confirm any previous NHS service details via the Electronic Staff Record (ESR) Inter Authority Transfer (IAT) process.Including factual reference, occupational health clearance and statutory and mandatory training records and full service history.
You must ensure that your application, including supporting statements and behaviour examples, are truthful and factually accurate. Please note plagiarism can include presenting the ideas and experience of others, or generated by artificial intelligence, as your own.
Correspondence regarding your application will be sent to you via a TRAC system account.
Please submit your application as soon as possible; due to the high volumes of applications we receive we reserve the right to close any adverts before the closing date once we have received sufficient applications.
We are an equal opportunities employer, which aims to employ a workforce that reflects the diverse communities we serve. We welcome applications from all suitably qualified persons from all backgrounds.
All roles are subject to the home office immigration rules and therefore eligibility must meet certain requirements for any sponsorship to be considered. Please visit the government website for more information regarding eligibility,At NHFT we support many of our colleagues to work flexibly and we will consider requests for flexible working from day one. For this role, we are open to discussing a range of options including flexible hours, agile/home working, compressed hours and part time hours.
Please have a conversation with the recruiting manager about the flexibility you need and we will promise to explore what is possible with you.
Applicants who have a disability and meet the essential criteria for the job will be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.
All posts that are engaged in a regulated activity will be subject to a Disclosure and Barring Service (DBS) check and a DBS re-check on a three yearly basis whilst employed in such a role. Staff employed in these posts will therefore be asked to register with the DBS Automatic Update Service upon receipt of their DBS certificate and must update yearly , the annual fee will be reimbursed subject to Trust policy.For further information please visit: DBS Update Service: applicant guide - GOV.UK (www.gov.uk)
Please note if a DBS is applicable for the position then a charge will be deducted from your first salary or upfront cost if a staff bank position.
Please note that all new starters to the trust are subject to a probationary period.