Job summary
*Advert will close early once sufficient volume of applications is reached*
- Reporting to the Service Manager, and supported by the Senior Administrators.
- The post holder will provide and develop effective, efficient administration and clerical support. Where appropriate, will provide support to the clinical service in response to the needs of the service.To ensure the highest quality of administration standards are met and maintained.
- To support the development, implementation and organisation of complex and new administration systems and services.To support the collation and timely dissemination, of statistical data necessary to service requirements.
- To resolve problems that may occur within the administration support service provided.
- To assist in the planning and execution of work arising from direct line management
- To support the Service Manager / Senior Administrators in the daily operational systems and procedures.
- To support the Service Manager / Senior Administrators with Induction and training of any new staff.
- To arrange for all staff timely access to the mandatory training system (ESR), and monitor the compliance to the required courses relevant to their roles.
- Monitor the generic email accounts / highlighting to the Senior Administrator any issues noted with emails not replied to or actioned in accordance to the policies and proceduresSupport
Main duties of the job
- Monitor the generic email accounts / highlighting to the Senior Administrator any issues noted with emails not replied to or actioned in accordance to the policies and procedures
- Support with creation of a weekly rota for staff, utilising the administrative Maps e-rostering system to create the rota as well as recording any absence / sickness / shift swaps for administration staff.
- Complete absence call logs for all instances of staff ringing to advise non-attendance at work and ensure timely completion of documentation for payroll, ie signed special leave forms. Save all documentation in staff personal file for all instances of absence.Inform the Senior Administrator of all calls advising non-attendance, the reason why and also if the staff member has triggered any part of the Attendance Management Policy.
- SOPs & Local Arrangements - conduct a yearly review and update as required any changes to the admin processes. Work with Senior Administrators for any new systems / processes identified and brief all changes to staff.
- Support the Senior Administrators and with monitoring of the clerical officers mandatory training compliance.Daily Sitrep - support with completion of the daily Sitrep within the timescale
About us
At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.
We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.
We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.
We recruit for values and "Together we are North Tees & Hartlepool"
Job description
Job responsibilities
- The post holder will provide and develop effective, efficient administration and clerical support. Where appropriate, will provide support to the clinical service in response to the needs of the service.To ensure the highest quality of administration standards are met and maintained.
- To support the development, implementation and organisation of complex and new administration systems and services.To support the collation and timely dissemination, of statistical data necessary to service requirements.
- To resolve problems that may occur within the administration support service provided.
- To assist in the planning and execution of work arising from direct line management
- To support the Service Manager / Senior Administrators in the daily operational systems and procedures.
- To support the Service Manager / Senior Administrators with Induction and training of any new staff.
- To arrange for all staff timely access to the mandatory training system (ESR), and monitor the compliance to the required courses relevant to their roles.
- Monitor the generic email accounts / highlighting to the Senior Administrator any issues noted with emails not replied to or actioned in accordance to the policies and proceduresSupport
Job description
Job responsibilities
- The post holder will provide and develop effective, efficient administration and clerical support. Where appropriate, will provide support to the clinical service in response to the needs of the service.To ensure the highest quality of administration standards are met and maintained.
- To support the development, implementation and organisation of complex and new administration systems and services.To support the collation and timely dissemination, of statistical data necessary to service requirements.
- To resolve problems that may occur within the administration support service provided.
- To assist in the planning and execution of work arising from direct line management
- To support the Service Manager / Senior Administrators in the daily operational systems and procedures.
- To support the Service Manager / Senior Administrators with Induction and training of any new staff.
- To arrange for all staff timely access to the mandatory training system (ESR), and monitor the compliance to the required courses relevant to their roles.
- Monitor the generic email accounts / highlighting to the Senior Administrator any issues noted with emails not replied to or actioned in accordance to the policies and proceduresSupport
Person Specification
Qualifications
Essential
- NVQ Level 3 in Business Administration (or equivalent)
- NVQ Level 2 in Customer Care (or equivalent)
- GCSE at grade C or above in Mathematics Key Skills at level 2 in Numeracy (or equivalent)
- GCSE at grade C or above in English Language, or Key Skills at level 2 in Literacy (or equivalent)
Desirable
- ECDL or equivalent
- RSA II Typing or equivalent
- IT qualification (ITQ at level 2 or equivalent)
Experience
Essential
- Minimum of three years' admin and clerical experience
- Experience of supporting staff
- Experience of patient information systems
- Demonstrable experience of undertaking clerical work / reception cover in a people focused / healthcare environment
- Demonstrable experience of work involving the use of computerised systems and technologies
- Able to demonstrate experience of undertaking transcription work using digital transcription systems / typing skills
- Good working knowledge of Windows based computer systems and have experience of using Microsoft Office applications
- Proven experience in delivering a range of administration tasks to a high standard
Desirable
- Experience of System One / Trakcare / Patient record systems
- Waiting List Management
- Experience of working within a healthcare environment
- Experience of working within a multi-disciplinary team
- Knowledge of medical terminology
- Knowledge of NHS administrative procedures.
Skills and Aptitudes
Essential
- Computer literate with good keyboard/typing skills, good knowledge of office packages word and excel
- Excellent planning and organisational skills
- Demonstrate excellent literacy and numeracy skills
- Demonstrate ability to pay good attention to detail, reliably check and record data and identify anomalies and be able to self-check completed work.
- Demonstrate willingness to be flexible and to work in other clinical areas throughout the Care Group as and when required in accordance with operational needs.
- Ability to deal with potential pressure of distressing or emotional circumstances e.g. angry / upset patients wishing to complain about the service, adverse events
- Demonstrate excellent verbal and written communication skills and ability to establish effective working partnerships with members of the multi-disciplinary team
- Demonstrate knowledge of data protection and confidentiality
- Demonstrate willingness to contribute to the delivery of an effective and efficient administrative support service.
- Ability to deal with frequent competing demands from service needs
- Ability to recognise issues and refer / inform where appropriate
Desirable
- Be willing to participate in the promotion of effective team working
- Be proactive in contributing to service improvement
- Be willing to work on their own and as part of a Team
Disposition
Essential
- Enthusiastic, motivated, and organised with a proactive and flexible approach.
- Demonstrate a professional image of self and ability to remain calm and diplomatic under pressure
- Demonstrate a responsible, dependable and honest character and a caring and sensitive nature
- Show a keenness to learn and apply appropriate working practices
- Show willingness to develop themselves by taking advantage of any appropriate training and development opportunities
Role Requirements
Essential
- Must be able to work to a rostered shift pattern, over seven-day working.
- Ability to travel between sites and other geographical areas
- Ability to travel independently
Desirable
Person Specification
Qualifications
Essential
- NVQ Level 3 in Business Administration (or equivalent)
- NVQ Level 2 in Customer Care (or equivalent)
- GCSE at grade C or above in Mathematics Key Skills at level 2 in Numeracy (or equivalent)
- GCSE at grade C or above in English Language, or Key Skills at level 2 in Literacy (or equivalent)
Desirable
- ECDL or equivalent
- RSA II Typing or equivalent
- IT qualification (ITQ at level 2 or equivalent)
Experience
Essential
- Minimum of three years' admin and clerical experience
- Experience of supporting staff
- Experience of patient information systems
- Demonstrable experience of undertaking clerical work / reception cover in a people focused / healthcare environment
- Demonstrable experience of work involving the use of computerised systems and technologies
- Able to demonstrate experience of undertaking transcription work using digital transcription systems / typing skills
- Good working knowledge of Windows based computer systems and have experience of using Microsoft Office applications
- Proven experience in delivering a range of administration tasks to a high standard
Desirable
- Experience of System One / Trakcare / Patient record systems
- Waiting List Management
- Experience of working within a healthcare environment
- Experience of working within a multi-disciplinary team
- Knowledge of medical terminology
- Knowledge of NHS administrative procedures.
Skills and Aptitudes
Essential
- Computer literate with good keyboard/typing skills, good knowledge of office packages word and excel
- Excellent planning and organisational skills
- Demonstrate excellent literacy and numeracy skills
- Demonstrate ability to pay good attention to detail, reliably check and record data and identify anomalies and be able to self-check completed work.
- Demonstrate willingness to be flexible and to work in other clinical areas throughout the Care Group as and when required in accordance with operational needs.
- Ability to deal with potential pressure of distressing or emotional circumstances e.g. angry / upset patients wishing to complain about the service, adverse events
- Demonstrate excellent verbal and written communication skills and ability to establish effective working partnerships with members of the multi-disciplinary team
- Demonstrate knowledge of data protection and confidentiality
- Demonstrate willingness to contribute to the delivery of an effective and efficient administrative support service.
- Ability to deal with frequent competing demands from service needs
- Ability to recognise issues and refer / inform where appropriate
Desirable
- Be willing to participate in the promotion of effective team working
- Be proactive in contributing to service improvement
- Be willing to work on their own and as part of a Team
Disposition
Essential
- Enthusiastic, motivated, and organised with a proactive and flexible approach.
- Demonstrate a professional image of self and ability to remain calm and diplomatic under pressure
- Demonstrate a responsible, dependable and honest character and a caring and sensitive nature
- Show a keenness to learn and apply appropriate working practices
- Show willingness to develop themselves by taking advantage of any appropriate training and development opportunities
Role Requirements
Essential
- Must be able to work to a rostered shift pattern, over seven-day working.
- Ability to travel between sites and other geographical areas
- Ability to travel independently
Desirable
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).
Employer details
Employer name
North Tees & Hartlepool NHS Foundation Trust
Address
University Hospital of North Tees
Hardwick Road
Stockton-on-Tees
TS19 8PE
Employer's website
https://www.nth.nhs.uk/ (Opens in a new tab)
