Admissions Avoidance Support Secretary

Job description

Job responsibilities

Provide a secretarial service to the Admissions Avoidance Team whilst adhering to codes of practice concerning confidentiality and Data Protection.

Input oncology UKONS triage calls into a confidential database. This is used for ongoing analysis into oncology rapid response calls and currently has an average of 586 calls pcm.

Use Trust I.T. systems (PAS; NoTIS; Webhiss)

Record digital telephone clinic attendances on Medway PAS for both rapid response calls and elective first cycle chemotherapy ringbacks

Ensure clinics are reconciled in line with Trust KPIs.

Use judgement and initiative to prioritise the importance / urgency of particular requests within defined guidelines.

Assist with bi-annual meeting of the acute oncology team meeting, managing and updating diaries of the staff groups supported, arranging meeting times as well as locating and booking a suitable venue and informing attendees.

Assisting with the documentation and distribution of the agenda of the biannual acute oncology meeting

Attend relevant meeting taking and typing the minutes as required.

Liaise with other medical / nursing and administrative staff within the hospitals and Community as appropriate, such as the acute oncology CNSs and the Cancer Admissions nurses

Undertake faxing and photocopying as required.

Establish and maintain administrative systems / databases for workload data collection, for audit / quality management purposes, and submit on request. In specific inputting data into a rapid response database and a neutropenic sepsis database.

Answer telephone enquiries from staff and patients in a courteous and professional manner, and respond to answerphone messages returning calls in a timely and appropriate manner.

Be aware of the need for confidentiality both within the written and spoken word and ensure correct storage of patients records at all times.

Person Specification

Training and Qualifications

Essential

• 5 GCSE's or equivalent C or above - must include English
• Computer literate to ECDL standard or equivalent.

Experience

Essential

• Proven typing and admin experience
• Experience in using Microsoft Office and Outlook
• Demonstrates an understanding of patient / client confidentiality

Desirable

• Formal Minute Taking Experience

Communication and Relationship Skills

Essential

• Must be able to clearly and accurately convey information verbally gathered from both verbal and documented reports
• Maintain confidentiality , sensitivity and empathy in communication with patients/clients
• Excellent verbal and written communication skills

Analytical and Judgement Skills

Essential

• Works in line standard procedures
• Able to complete tasks using own initiative
• Works in line with organisational goals and objectives

Planning and Organisation Skills

Essential

• Ability to plan and organise own time.
• Works within prescribed deadlines

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Nottingham University Hospitals NHS Trusts

Address

Nottingham City Hospital

Hucknall Road

Nottingham

NG5 1PB

Employer's website

https://www.nuh.nhs.uk/ (Opens in a new tab)