Camden MSK Administrative Assistant

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Job overview

An exciting opportunity has arisen for an enthusiastic and highly motivated administrative assistant to join the Camden Musculoskeletal Service, administrative team who will support a Single Point of Access for referrals into Camden MSK:

The successful candidate will need to be able to demonstrate robust administrative skills including booking patient appointments and communicating with patients via letter, phone, and email, as well as showing initiative, strong organisational skills with the ability to prioritise workloads, meet deadlines and have excellent IT and communication skills.

If you have excellent people skills and are a team player with the ability to adapt to various tasks according to service needs and an eye for detail, we would love to hear from you.

Main duties of the job

• Ensure smooth running of Camden MSK outpatient clinics.
• Efficiently booking patients into Camden MSK clinics and as required in line with the Trust’s Access policy.
• Ensuring clinics and lists are booked to maximum capacity. This will involve proactively looking to fill late cancellations to maximise capacity and activity.
• Inform patients promptly of any changes to their clinic dates.
• Making all necessary arrangements for patients including booking interpreters.

• Manage and answer telephone calls in a courteous and prompt manner.
• Maintain office filing systems both manually and electronically.
• Assist senior staff with investigation of patient complaints if required.
• Attend meetings and disseminate information.
• Provide cover within administration team during periods of absence.

Working for our organisation

Our vision is to deliver top-quality patient care, excellent education, and world-class research.

We provide first-class acute and specialist services across eight sites:

• University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)
• National Hospital for Neurology and Neurosurgery
• Royal National ENT and Eastman Dental Hospitals
• University College Hospital Grafton Way Building
• Royal London Hospital for Integrated Medicine
• University College Hospital Macmillan Cancer Centre
• The Hospital for Tropical Diseases
• University College Hospital at Westmoreland Street

We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women’s health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.

We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.

Detailed job description and main responsibilities

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.

Come and be a part of the best NHS trust in England to work for, according to our staff*

• In the most recent NHS staff survey UCLH had the highest percentage of staff who said they would recommend us as a place to work, out of all general acute or acute/community NHS trusts in England – for the second year in a row.

UCLH top trust to work at in England – for the second year running! University College London Hospitals NHS Foundation Trust.

Once again, UCLH has received the highest score of all general acute and acute/community NHS trusts in England for staff that would recommend us as a place to work.

To discover more about what makes UCLH a great place to work, visit: Why Choose UCLH?

Communication

• Accept constructive feedback from colleagues.
• Give constructive feedback on patient care.
• Participate in departmental discussions on service improvement.
• Maintain patient confidentiality.
• Maintain professional boundaries and working relationships with patients and colleagues.

Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members.

Person specification

Knowledge and Qualifications

• Educated to GCSE level or equivalent, including Grade C or higher in English & Maths.

• Further secretarial qualification (e.g. AMSPAR)

Experience

• Demonstrable knowledge of secretarial procedures at a high level of competence acquired through both training and experience
• Proven experience of working in an office environment

• Previous NHS or healthcare experience.

Communication

• Able to communicate accurately and effectively with patients and colleagues, verbally and in writing
• Able to follow instructions and complete assigned tasks.
• Able to deal with the public in person and on the phone
• Able to support and reassure patients/carers in distress
• Understands importance of maintaining confidentiality

Personal and People Development

• Demonstrates understanding of own role within the team
• Willing to produce a personal development plan with manager
• Willing to develop self & undertake in-house study

• Able to supervise and motivate staff

Ensure the risk of infection to self, colleagues, patients, relatives and visitors is minimised by:

• Being familiar with, and adhering to Trust policies and guidance on infection prevention and control.
• Completing all required training and education (both via e-learning and face to face) on infection prevention and control.
• Including infection prevention and control as an integral part of your continuous personal/professional development and included in your annual appraisal
• Taking personal responsibility so far as is reasonably practicable, in helping ensure that effective prevention and control of health care associated infections is embedded into everyday practice and applied consistently.

Health, Safety And Security

• Able to identify risk issues in immediate working environment and correct where possible or report to manager

Service Improvement

• Able to carry out administrative and clerical duties appropriate to the work area

• Able to lead on service improvement initiatives in local environment

Quality

• Demonstrate sound understanding of what constitutes a high quality service for patients and ensure junior staff are made aware of this
• Willing to be responsible for managing resources efficiently and effectively
• Able to report problems as they arise and solve them where possible

Equality and Diversity

• Experience of customer service in a multi-cultural environment
• Knowledge and understanding of the importance of equal opportunities
• Demonstrates understanding of importance of maintaining privacy and dignity

Information processing and Specific Requirements

• Competent with software programmes including Microsoft Word, Outlook, Excel and PowerPoint

• Experience of working with hospital databases
• The post holder will be required to work 7.5 hour days between 08:00 – 17:00 Monday - Friday in order to meet the needs of the service

At UCLH, we have a real ‘One Team’ ethos, and our values – safety, kindness, teamwork and improving, are central to the way we work. This is supported by our staff, who voted us as the #1 NHS Acute Trust to work for in the whole of England.

Applications are encouraged from candidates of all backgrounds, cultures, and perspectives to support our world class research, innovation and creativity.

UCLH recognises the benefits of flexible working for staff and has a dedicated policy which allows staff to apply for flexible working right from the beginning of employment. For more information please go to: https://www.uclh.nhs.uk/work-with-us/why-choose-uclh/flexible-working.

We offer our permanent staff an interest free season ticket loan for travel, all our staff have access to free independent and confidential support, large retail discounts, a staff discount platform, cycle to work scheme and on-site accommodation to name a few.

Additionally, UCLH Arts and Heritage’s staff wellbeing programme, Creative Comfort, offers a variety of ways to engage with the arts as a member of UCLH staff. You can try out the weekly choir, weekly art club and join the Culture Club for exclusive access to free and discounted tickets for opera, exhibitions, theatre and more.

We recognise, reward and thank colleagues by nominating them for our annual Celebrating Excellence Awards, which are funded by UCLH Charity.

We are also members of www.mytrustbenefits.co.uk/ which offers discounts on high street retail stores, offers on travel deals, and also to take advantage of cash back schemes.

This vacancy may close before the current listed closing date. You are advised not to delay submitting your completed application.

Please note that all correspondence regarding your application will be via email. The emails will be sent to you via TRAC.jobs and not via NHS Jobs, we encourage you to check your inbox regularly.

Please note that if you are at present in a training position on the 2016 new junior doctor’s contract and are applying for a Trust doctor role your salary will not be pay protected.

You will be placed on the appropriate point of the Trust Doctor pay scale based on your previous experience.

Please note that if you have not heard from us within 3 weeks of the closing date of the advert to assume that you have not been shortlisted on this occasion.

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.