Job summary
The post holder will provide a comprehensive administrative role undertaking typing duties within the Specialist Palliative Care Team. The post holder will be expected to register and process referrals received for the service, providing an efficient telephone and reception service to patients, primary and secondary care staff, the voluntary sector, and social care, initiating appropriate action, as required. The post holder will carry out his/her duties as defined in this job description in such a way as to make a direct and positive contribution to the organisation of the work. It is essential that the post holder should exercise initiative commensurate with the role and that confidentiality be maintained at all times. You should have a meticulous approach to work and excellent communication skills to support our team.
Main duties of the job
- Process referrals for the service, ensuring users are signposted to the appropriate service.
- Provide a comprehensive administrative service to the specialist palliative care service, including typing correspondence, documents and presentations, often with a high degree of confidentiality and at times, complexity.
- Assist in the gathering of data as directed by the specialist palliative care team.
- Responsible for the organisation of meetings and room bookings.
- Manage the diary system for the specialist palliative care teams.
- Coordinate external events for the service, producing presentations as required.
- Act as the first point of telephone contact, for all users of the service, being always courteous and professional.
- Provide administrative support to the team including the maintenance, monitoring, and ordering of stationary and other stock.
About us
At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of providing safe, caring and effective services because people matter. We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.
We are committed to becoming a diverse and an inclusive employer and where people feel sense of belonging. Seeking to expand diversity within our teams, we positively encourage applications from under-represented groups such as ethnically diverse, disabled and LGBTQ+ groups. We are also under-represented in-terms of gender within nursing roles and we would welcome applications from people from male and non-binary backgrounds.
We are committed to home life balance through flexible working and making reasonable adjustments where possible.
Job description
Job responsibilities
- Maintain records including computerised systems, databases and spreadsheets required by the teams.
- Contribute to the development and implementation of new office procedures and systems in line with the needs of the services.
- Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) e.g., letters, memos, reports, presentations etc, using competent copy, audio tapes, IT skills, accurate data inputting and use of Trust intranet and internet as required.
- Contribute to the smooth running of administrative systems and meeting all relevant deadlines.
- Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities.
- Undertake general clerical duties appropriate to the role e.g., reception duties, dealing with post, photocopying, ordering/requisitioning, reporting faults, filing/retrieval, booking appointments, scanning, diary management, petty cash, minute/note taking and the collation and distribution of data/information etc.
- Work with sensitivity and have a good understanding of the service provision and issues experienced by its users.
- Act as a focal point for the team/service. Provide a friendly and professional service, deal with enquires from a multitude of sources, via a variety of means. E.g., face to face/phone/e-mail/letter. Exercise initiative, analysis, problem solving or directing on/escalating as appropriate.
- Ensure accurate recording and maintenance of computerised/manual filing records and systems in accordance with operating procedures, collating, and providing statistical data as requested. Undertake routine or ad-hoc validation as requested.
Job description
Job responsibilities
- Maintain records including computerised systems, databases and spreadsheets required by the teams.
- Contribute to the development and implementation of new office procedures and systems in line with the needs of the services.
- Produce clear and accurate written correspondence (including the composition of ad-hoc routine letters) e.g., letters, memos, reports, presentations etc, using competent copy, audio tapes, IT skills, accurate data inputting and use of Trust intranet and internet as required.
- Contribute to the smooth running of administrative systems and meeting all relevant deadlines.
- Proactively identify additional activities in accordance with the role, which would increase postholder efficiency and the efficiency of the team; offer suggestions for improvement and implement agreed activities.
- Undertake general clerical duties appropriate to the role e.g., reception duties, dealing with post, photocopying, ordering/requisitioning, reporting faults, filing/retrieval, booking appointments, scanning, diary management, petty cash, minute/note taking and the collation and distribution of data/information etc.
- Work with sensitivity and have a good understanding of the service provision and issues experienced by its users.
- Act as a focal point for the team/service. Provide a friendly and professional service, deal with enquires from a multitude of sources, via a variety of means. E.g., face to face/phone/e-mail/letter. Exercise initiative, analysis, problem solving or directing on/escalating as appropriate.
- Ensure accurate recording and maintenance of computerised/manual filing records and systems in accordance with operating procedures, collating, and providing statistical data as requested. Undertake routine or ad-hoc validation as requested.
Person Specification
Qualifications and Education
Essential
- GCSE or equivalent at Grade C or above in English language
- OCR/RSA II typing or equivalent
- Medical audio typing/transcription
Desirable
- Medical Secretarial AMSPAR Diploma
Knowledge and Trraining
Essential
- Knowledge of Medical Terminology
- Proficient in use of Microsoft office packages
Desirable
- Previous employment in NHS in similar role
Experience
Essential
- Previous administration clerical or secretarial work
- Demonstrates an understanding of confidentiality
Desirable
- Knowledge of NHS administration procedures
Person Specification
Qualifications and Education
Essential
- GCSE or equivalent at Grade C or above in English language
- OCR/RSA II typing or equivalent
- Medical audio typing/transcription
Desirable
- Medical Secretarial AMSPAR Diploma
Knowledge and Trraining
Essential
- Knowledge of Medical Terminology
- Proficient in use of Microsoft office packages
Desirable
- Previous employment in NHS in similar role
Experience
Essential
- Previous administration clerical or secretarial work
- Demonstrates an understanding of confidentiality
Desirable
- Knowledge of NHS administration procedures
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).
