Job summary
We are looking to recruit a passionate and motivated administrator for two days a week, Monday and Friday, to work alongside our existing administrators to support our Clinical Nurse Specialists in the Rheumatology Department. As well as supporting the nurses, you will also be liaising with our Rheumatology consultants and their secretarial team.
You will be working in an open plan office with nurses and other administrators, providing the first point of contact for our rheumatology patients.
STAFF CAR PARKING
Staff Car Parking on the West Suffolk Hospital Site is eligible for individuals working outside of the core hours, 07:00 - 18:30.
For individuals working within the core hours, the Trust offers parking off site at the Bury St Edmunds Rugby Club, which is serviced by a regular shuttle bus to and from the Hospital. Details of the bus timetable can be found in the on-line starter pack on the West Suffolk Hospital website.
This parking restriction does not apply if an individual is required to work on a weekend or if they are required to complete "on call" duties within their role.
The closing date for this vacancy may change if we receive a strong response. Please ensure that you apply for any post you are interested in as soon as possible.
Main duties of the job
Duties include answering the incoming phone calls, transferring calls or dealing with the caller's request appropriately. Messages to be put into our E-Care medical system to be answered by a Clinical Nurse Specialist. You will also be required to input data into the different drug databases that we hold. You will work closely with our Pharmacy department ensuring that patient prescriptions are dealt with in a timely manner.
Processing incoming and outgoing mail and email is also part of this role. You will also be required to co-ordinate clinics run by the Rheumatology Nurse Specialists.
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Please see job description for further details.
Communication:
- Communicate with patients (including those in a distressed state), relatives, carers, General Practitioners and staff using a professional and sensitive manner to respond to a diverse range of enquiries. Answer the telephone in a polite and courteous manner and deal with enquiries, ensuring any messages taken are in accordance with departmental guidelines.
- Maintain effective communication with all members of the rheumatology team, patients, external departments within the Trust and key stakeholders outside the Trust, e.g. GP practices, utilising telephone and e-mail as appropriate.
- Co-ordinate the Rheumatology help line by triaging calls based on medical query and nature of call. Referring to a trained member of staff where appropriate.
- Attend the rheumatology nurse meetings, taking and typing meeting notes.
- Communicate with the team any new changes to procedures, such as new pharmacy policies with regards to prescriptions etc.
- Receive and respond to messages from rheumatology consultants and nurses using message centre in E-Care.
- Carry out photocopying duties as required.
Job description
Job responsibilities
Please see job description for further details.
Communication:
- Communicate with patients (including those in a distressed state), relatives, carers, General Practitioners and staff using a professional and sensitive manner to respond to a diverse range of enquiries. Answer the telephone in a polite and courteous manner and deal with enquiries, ensuring any messages taken are in accordance with departmental guidelines.
- Maintain effective communication with all members of the rheumatology team, patients, external departments within the Trust and key stakeholders outside the Trust, e.g. GP practices, utilising telephone and e-mail as appropriate.
- Co-ordinate the Rheumatology help line by triaging calls based on medical query and nature of call. Referring to a trained member of staff where appropriate.
- Attend the rheumatology nurse meetings, taking and typing meeting notes.
- Communicate with the team any new changes to procedures, such as new pharmacy policies with regards to prescriptions etc.
- Receive and respond to messages from rheumatology consultants and nurses using message centre in E-Care.
- Carry out photocopying duties as required.
Person Specification
Education and qualifications
Essential
- GCSEs or equivalent
- RSA 1 or equivalent typing qualification
Desirable
- Audio typing qualification
Experience and knowledge
Essential
- Experience of working in the NHS
- Awareness of Data Protection Act
- IT Skills to include, use of Access and Excel Databases
- Knowledge of medical terminology
Desirable
- Experience of working within a similar NHS Administration environment
Skills and abilities
Essential
- Good organisational skills
- Willingness to learn and use new software packages
- Able to establish effective working partnership with members of the multidisciplinary team
- Good written and verbal communication skills
- Excellent telephone manner
Personal qualities
Essential
- Able to work with a multi professional team
- Highly motivated to improve the quality of patient care
- Approachable and supportive
- Ability to organise and prioritise
- Attention to detail
- Ability to work under pressure and meet deadlines
Person Specification
Education and qualifications
Essential
- GCSEs or equivalent
- RSA 1 or equivalent typing qualification
Desirable
- Audio typing qualification
Experience and knowledge
Essential
- Experience of working in the NHS
- Awareness of Data Protection Act
- IT Skills to include, use of Access and Excel Databases
- Knowledge of medical terminology
Desirable
- Experience of working within a similar NHS Administration environment
Skills and abilities
Essential
- Good organisational skills
- Willingness to learn and use new software packages
- Able to establish effective working partnership with members of the multidisciplinary team
- Good written and verbal communication skills
- Excellent telephone manner
Personal qualities
Essential
- Able to work with a multi professional team
- Highly motivated to improve the quality of patient care
- Approachable and supportive
- Ability to organise and prioritise
- Attention to detail
- Ability to work under pressure and meet 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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
