Job summary
An exciting opportunity has arisen for a permanent position as a Team Administrator within the Children's Hospital.
We are looking to recruit an individual who wants to develop their administrative skills, is patient focused, enthusiastic and hard working with good attention to detail. We are a large and busy healthcare provider and want staff who are resilient, focused and who have a 'can do attitude'.
As detailed further in the job description, you will be responsible for the day to day administrative tasks under the Paediatric medical sub-specialty (e.g. booking for day care visits, management of annual clinic booking and documents, arranging investigations, and handling the validation and appropriation of the service waiting list).
You will work closely with your Administration Manager, Service Manager and clinical teams to ensure effective service development, operational management and delivery of high quality patient services for your clinical services.
We expect that you will be a high achiever, have a high level of energy and enthusiasm, a personality that is upbeat and motivated and an ability to communicate effectively with different members of the team.
If you believe you have the skills, expertise and motivation to be part of a dynamic and forward-thinking team, please contact us for further information.
Main duties of the job
The role includes provision of administrative and secretarial support to the Paediatric medical teams based in the Childrens Hospital, LRI.
You will be accountable for the day to day administration of the Paediatric team, as well as to organise care for children under the Paediatric medical sub-specialty (e.g. booking for day care visits, management of annual clinic booking and documents, arranging investigations, and handling the validation and appropriation of the service waiting list).
Moreover you will also ensure sufficient minute taking is completed and distributed for service specific meetings, sending reminders and contacting patients as needed prior to clinical appointments to reduce DNAs. Training will be provided so that the administrator can become the responsible individual for procurement /purchases for the service. Act as contact for professional (UHL and community) enquiries to Children's services e.g. investigation bookings and results and professional advice and finally ensure the highest standards for patient experience, quality and governance are maintained.
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:
- We focus on what matters most
- We treat others how we would like to be treated
- We are passionate and creative in our work
- We do what we say we are going to do
- We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust: (leicestershospitals.nhs.uk)
The detailed job description and main responsibilities are included as an attachment to this advert.
Job description
Job responsibilities
- To be the main point of contact for the management of specific Paediatric medical sub-specialty services.
- Management of the waiting lists and organisation of hospital appointments for Paediatric led treatments and tests.
- Act as link between specialist Paediatric medical sub-specialty teams and other Paediatric Administrators to facilitate bookings and cross cover accordingly.
- Sending reminders and contacting patients prior to clinic and test appointments.
- Distribution of results to relevant professionals.
- To provide information on a range of data as required by the management team, and to assist in accurate booking of future appointments, ensuring that patients are seen within local and national access targets.
- Act as contact for professional (UHL and community) enquiries e.g. investigation bookings, results and professional advice.
- Responsible person for all ad hoc procurements for specific the Paediatric medical sub-specialty team.
- To ensure the highest standards for patient experience, quality and governance are maintained throughout.
- Evaluate and deal appropriately with all incoming correspondence ensuring that those urgent enquiries are passed to the clinician promptly. This will include an element of autonomous decision making based on the clinicians normal practice.
- To carry out any other administrative duties deemed necessary as the Paediatric service evolves.
- Manage a delegated budget for purchase of physical accessories, non-pay items, office equipment and services in accordance with service needs including authorising travel expenses. Achieve a balanced budget or level of expenditure in agreement with the Service Manager.
- Ensuring effective diary maintenance, room and meeting bookings and other administrative arrangements as required, to enable the clinician to fulfil their role.
- Ensure that all Consultants and their teams annual leave, study leave and absences are accurately recorded, monitored and communicated to the relevant areas and that where appropriate arrangements are made for either cover or reduction of clinics.
- Implementing changes in practice and technology in response to local and corporate drivers e.g. electronic patient records.
- To utilise the Trusts Hospital Information System to carry out functions such as entering and updating patient details or clinic appointments, locating patient records and coordinating appointment with colleagues.
- Any other duties as may be required by the Consultants, Medical Teams, Service Manager and Admin Manager.
Job description
Job responsibilities
- To be the main point of contact for the management of specific Paediatric medical sub-specialty services.
- Management of the waiting lists and organisation of hospital appointments for Paediatric led treatments and tests.
- Act as link between specialist Paediatric medical sub-specialty teams and other Paediatric Administrators to facilitate bookings and cross cover accordingly.
- Sending reminders and contacting patients prior to clinic and test appointments.
- Distribution of results to relevant professionals.
- To provide information on a range of data as required by the management team, and to assist in accurate booking of future appointments, ensuring that patients are seen within local and national access targets.
- Act as contact for professional (UHL and community) enquiries e.g. investigation bookings, results and professional advice.
- Responsible person for all ad hoc procurements for specific the Paediatric medical sub-specialty team.
- To ensure the highest standards for patient experience, quality and governance are maintained throughout.
- Evaluate and deal appropriately with all incoming correspondence ensuring that those urgent enquiries are passed to the clinician promptly. This will include an element of autonomous decision making based on the clinicians normal practice.
- To carry out any other administrative duties deemed necessary as the Paediatric service evolves.
- Manage a delegated budget for purchase of physical accessories, non-pay items, office equipment and services in accordance with service needs including authorising travel expenses. Achieve a balanced budget or level of expenditure in agreement with the Service Manager.
- Ensuring effective diary maintenance, room and meeting bookings and other administrative arrangements as required, to enable the clinician to fulfil their role.
- Ensure that all Consultants and their teams annual leave, study leave and absences are accurately recorded, monitored and communicated to the relevant areas and that where appropriate arrangements are made for either cover or reduction of clinics.
- Implementing changes in practice and technology in response to local and corporate drivers e.g. electronic patient records.
- To utilise the Trusts Hospital Information System to carry out functions such as entering and updating patient details or clinic appointments, locating patient records and coordinating appointment with colleagues.
- Any other duties as may be required by the Consultants, Medical Teams, Service Manager and Admin Manager.
Person Specification
Training & Qualifications
Essential
- Educated to GCSE C standard or equivalent
- Knowledge of HISS, NHS systems and procedures
Experience
Essential
- Planning and Organisation skills with the ability to prioritise schedules and workloads
- Experience of dealing with customers/patients
- Good understanding of RTT and managing waiting lists
Desirable
- Experience of reporting on performance management information
Communication and relationship skills
Essential
- Good understanding of confidentiality and how this is maintained by individuals and within teams
- Effective communication skills
Desirable
- Experience of working effectively with key administration and clinical staff
Analytical and Judgement skills
Essential
- Ability to act on own initiative with good planning and organisation skills and the ability to prioritise schedules and workloads
- Ability to plan, set and maintain standards and initiate improvements
Trust Values, Behaviours, Equality and Diversity
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
- Able to demonstrate a commitment and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs
- Willingness to work flexibly, as required for the team
Person Specification
Training & Qualifications
Essential
- Educated to GCSE C standard or equivalent
- Knowledge of HISS, NHS systems and procedures
Experience
Essential
- Planning and Organisation skills with the ability to prioritise schedules and workloads
- Experience of dealing with customers/patients
- Good understanding of RTT and managing waiting lists
Desirable
- Experience of reporting on performance management information
Communication and relationship skills
Essential
- Good understanding of confidentiality and how this is maintained by individuals and within teams
- Effective communication skills
Desirable
- Experience of working effectively with key administration and clinical staff
Analytical and Judgement skills
Essential
- Ability to act on own initiative with good planning and organisation skills and the ability to prioritise schedules and workloads
- Ability to plan, set and maintain standards and initiate improvements
Trust Values, Behaviours, Equality and Diversity
Essential
- Must be able to demonstrate behaviours consistent with the Trust's Values and Behaviours
- Able to demonstrate a commitment and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs
- Willingness to work flexibly, as required for the team
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).
