Job summary
An exciting opportunity has arisen for an enthusiastic, organised and motivated individual to join the Medicine and Emergency Care Clinical Board as a Clinical Administrator. The role will be based in the Gastroenterology Department at Freeman Hospital to work in a busy office with a team of 3 other secretaries but may be required to work at the RVI. The role will involve working closely with colleagues and medical staff. Post holders will be required to provide an efficient administrative service to the clinicians and their teams. The ability to work independently and follow policies and procedures for the Board is essential. The successful candidate will be able to demonstrate excellent communication skills, flexibility, reliability, have an organised approach to work and attention to detail which are all essential to help support patient flow. The role can be very challenging and also very rewarding.
The roles has lots of variety and ad-hoc demands, the post holder must possess excellent time management and planning skills. The position provides the opportunity to work within a very supportive and welcoming team and to further develop existing knowledge and skills. Previous administration/secretarial experience in an NHS environment is preferred but not essential as full training is given, candidates must have excellent keyboard skills.
Main duties of the job
- Interview date: 23 August 2024
- 37 hours 30 minutes/week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
MAIN DUTIES OF THE ROLE
o The postholder will be required to provide an efficient administrative service to the clinicians and their teams.
o Daily tasks will include audio typing and proof reading (VR dictation), finalising correspondence, processing incoming/outgoing correspondence and referrals.
o Talking to patients over the telephone and ensuring their queries are dealt with efficiently and fielding queries as required.
o Opening and distributing post for clinical team.
o Making ad hoc appointment and requesting clinic builds.
o Chasing results and/or checking appointments as requested.
o Working as a team to ensure smooth day to day running of the department.
o Ad hoc duties requested by clinical team.
o Diary management as required.
o Provide cover for the Senior Medical Secretary/Team Leader as required.
o Cover Clinical Administrator/Support Secretary posts Trust wide as required.
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 2 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
- Working within a team of administrative staff to provide a comprehensive support service to Consultants, Medical Staff and other clinical members of their team eg Specialist Nurses
- Communicates with patients regarding appointments and admissions at the request of the medical team
- Provide cover for Team Leader within your administration team as required
- Cover Clinical Administrator posts Trust wide as required.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Job description
Job responsibilities
- Working within a team of administrative staff to provide a comprehensive support service to Consultants, Medical Staff and other clinical members of their team eg Specialist Nurses
- Communicates with patients regarding appointments and admissions at the request of the medical team
- Provide cover for Team Leader within your administration team as required
- Cover Clinical Administrator posts Trust wide as required.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person Specification
Qualifications & Education
Essential
- Level 3 qualification in administration or equivalent/relevant experience in administrative role(s)
- English qualification at Level 2 (GCSE Grades 9-4 or A*-C, or Functional or Key Skills at Level 2)
- Maths qualification at Level 1 (GCSE Grades 3-2 or D-F, or Functional or Key Skills at Level 1
Knowledge & Experience
Essential
- Experience of secretarial/administrative procedures
Desirable
- NHS Administration/Secretarial experience
- Knowledge of medical terminology
Skills & Abilities
Essential
- IT Skills to include MS Office software packages e.g. Microsoft Word, Excel, Outlook and PowerPoint
- Advanced keyboard skills including a high standard of word processing skills
- Excellent communication skills
Desirable
- Working Knowledge of NHS Systems e.g. eRecord, System One
Person Specification
Qualifications & Education
Essential
- Level 3 qualification in administration or equivalent/relevant experience in administrative role(s)
- English qualification at Level 2 (GCSE Grades 9-4 or A*-C, or Functional or Key Skills at Level 2)
- Maths qualification at Level 1 (GCSE Grades 3-2 or D-F, or Functional or Key Skills at Level 1
Knowledge & Experience
Essential
- Experience of secretarial/administrative procedures
Desirable
- NHS Administration/Secretarial experience
- Knowledge of medical terminology
Skills & Abilities
Essential
- IT Skills to include MS Office software packages e.g. Microsoft Word, Excel, Outlook and PowerPoint
- Advanced keyboard skills including a high standard of word processing skills
- Excellent communication skills
Desirable
- Working Knowledge of NHS Systems e.g. eRecord, System One
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).
