Job summary
We are looking for Band 3 admin and support typist for our Ophthalmology Team
Fulltime
Onsite Working
To work as part of a clerical team to support a defined team of Clinicians. Provide a comprehensive, confidential secretarial and administration support service to the Consultants, Medical staff, clinical team and department (thereafter called Clinical Teams) on a day-to-day basis.
This support should normally be provided during the core hours of 8am and 5pm. However, to ensure alignment with the Direct Clinical Care time of the Clinical Team for who they support, flexibility from core hours may be required and will be determined locally depending upon the needs of the service. Supervise and oversee the workload allocation of the administrative team when required.
Main duties of the job
Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
Support with communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries.
Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.
Liaise with other hospital departments, GPs and other health care agencies when required.
Assist and help colleagues when the need arises.
Maximise the use of innovative IT systems.
Supporting the management and validation of routine and 2ww pathways.
Maintain and Organise diary of allocated Ophthalmology Consultants, notifying relevant individuals/department of Consultant annual leave, sickness, training dates etc
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
Provide a comprehensive supportive clinical secretarial service to the Medical Secretaries and the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.
Take direction from the Administration Manager and/or Medical Secretary Team to meet the administrative demands
Ensure all correspondence for the Clinical Team, including clinical letters, discharge summaries, medico-legal reports and results etc. are typed and dispatched promptly. The majority of the correspondence will be audio/digital dictation which is measured to a Trust turnaround target
Deal with telephone enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.
Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
Support with communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries.
On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.
Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.
Liaise with other hospital departments, GPs and other health care agencies when required.
Assist and help colleagues when the need arises.
Demonstrate and supervise workplace activities to other members of the secretarial team as required maintaining a high standard of service to the Clinical Teams
Assist in the coordination of Clinical Teams diaries to ensure effective time management.
Attend meetings, as required (except Clinical Performance meetings) to ensure effective communication with all service users
Maximise the use of innovative IT systems.
Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.
Provide general administrative services as required by the department. Filing letters and reports in medical notes promptly and cross reference whenever necessary and general office filing. Photocopying, faxing and posting documentation. Receive and sort daily post, date stamp and distribute as appropriate. Liaise with other hospital departments, GPs and other healthcare agencies when required.
Job description
Job responsibilities
Provide a comprehensive supportive clinical secretarial service to the Medical Secretaries and the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.
Take direction from the Administration Manager and/or Medical Secretary Team to meet the administrative demands
Ensure all correspondence for the Clinical Team, including clinical letters, discharge summaries, medico-legal reports and results etc. are typed and dispatched promptly. The majority of the correspondence will be audio/digital dictation which is measured to a Trust turnaround target
Deal with telephone enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
Deal with concerned patients/relatives with tact, patience and discretion, especially when conveying sensitive information.
Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
Support with communication for all medical, professional and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries.
On receipt of test/investigation results, retrieve relevant patient notes and alert the Clinical Teams of any urgent or abnormal test results ensuring that relevant action is taken.
Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.
Liaise with other hospital departments, GPs and other health care agencies when required.
Assist and help colleagues when the need arises.
Demonstrate and supervise workplace activities to other members of the secretarial team as required maintaining a high standard of service to the Clinical Teams
Assist in the coordination of Clinical Teams diaries to ensure effective time management.
Attend meetings, as required (except Clinical Performance meetings) to ensure effective communication with all service users
Maximise the use of innovative IT systems.
Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.
Provide general administrative services as required by the department. Filing letters and reports in medical notes promptly and cross reference whenever necessary and general office filing. Photocopying, faxing and posting documentation. Receive and sort daily post, date stamp and distribute as appropriate. Liaise with other hospital departments, GPs and other healthcare agencies when required.
Person Specification
Key Competencies, Personal Qualities and Attributes
Essential
- Ability to use own initiative.
- Confident to establish and maintain good working relationships at all levels.
- Must be able to understand the needs of patients and deal with them with tact and sensitivity.
Skills
Essential
- Developed attention to detail and accuracy.
- Outstanding organisational skills and the ability to work methodically and prioritise
- Ability to cope under pressure and meet deadlines.
- Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required.
- Able to maintain confidentiality at all times.
Knowledge & Experience
Essential
- Knowledge of a range of secretarial and administrative procedures.
- Very good written and verbal communication skills.
- Courteous, tactful and efficient telephone manner.
- Proficient in Microsoft packages including Word and Outlook.
- Experience of working in a busy office environment.
- Experience of database systems.
- Planning and organisational skills to plan straightforward tasks, some ongoing, arranging meetings, arrange diary.
- Advanced keyboard skills.
- Experience of working within a healthcare setting.
- Knowledge of medical terminology.
- Digital transcription experience
- Analytical and judgement skills for problem solving
- Work well as part of a team
- NHS experience
- Camis & E-referral experience.
Educations, Training and Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English of equivalent.
Desirable
- NVQ 3, RSA 3 or equivalent experience or qualifications.
Person Specification
Key Competencies, Personal Qualities and Attributes
Essential
- Ability to use own initiative.
- Confident to establish and maintain good working relationships at all levels.
- Must be able to understand the needs of patients and deal with them with tact and sensitivity.
Skills
Essential
- Developed attention to detail and accuracy.
- Outstanding organisational skills and the ability to work methodically and prioritise
- Ability to cope under pressure and meet deadlines.
- Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required.
- Able to maintain confidentiality at all times.
Knowledge & Experience
Essential
- Knowledge of a range of secretarial and administrative procedures.
- Very good written and verbal communication skills.
- Courteous, tactful and efficient telephone manner.
- Proficient in Microsoft packages including Word and Outlook.
- Experience of working in a busy office environment.
- Experience of database systems.
- Planning and organisational skills to plan straightforward tasks, some ongoing, arranging meetings, arrange diary.
- Advanced keyboard skills.
- Experience of working within a healthcare setting.
- Knowledge of medical terminology.
- Digital transcription experience
- Analytical and judgement skills for problem solving
- Work well as part of a team
- NHS experience
- Camis & E-referral experience.
Educations, Training and Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English of equivalent.
Desirable
- NVQ 3, RSA 3 or equivalent experience or qualifications.
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
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).
