Job summary
18 months apprenticeship agreement developing into a permanent role on successful completion.
This is a Band 2 to Band 3 development role where the successful candidate will progress upon completion to a Band 3 role.
An exciting opportunity has arisen for an enthusiastic individual to embark on an Advanced (Level 3) Business Administrator Apprenticeship within the Rehabilitation Unit here at The Christie.The successful candidate will receive first class training and work towards formal qualifications whilst developing professional skills to provide a support secretarial service.
The Christie NHS Foundation Trust, based in Withington, Manchester is one of the leading cancer centers in Europe, offering high quality diagnosis, treatment and care as well as being at the forefront of cancer research and education.
As an Apprentice Administration/Support Secretary you will be trained to be a valuable member of our team, providing support such as receiving patients on to the unit, processing referrals and providing secretarial support.
To be successful, you will need to show you fulfil the essential criteria on the person specification.
Please note: the successful candidate will be required to undertake Advanced (Level 3) Business Administrator Apprenticeship as an integral part of this appointment.
Please read the eligibility criteria set out in the 'Apprenticeships - guidance for applicants' document attached to the NHS Jobs page for this vacancy.
Main duties of the job
The post holder will be supported to undertake the Advanced (Level 3) Business Administrator Apprenticeship qualification.
The post holder will primarily be responsible for the first point of contact for all ward staff, visitors, patients and external organisations referring to the Rehabilitation Team. They will be responsible for the screening of all referrals, meeting with the patient or relative to obtain further information if necessary to determine and refer to appropriate services, internal or external. They will provide a comprehensive administration and reception service to the therapies and discharge, rehabilitation unit. To provide high quality information and advice to customers on services provided by the department and other internal or external agencies; referring on appropriately as determined by the information gathered. There will be contact both in person and by telephone with patients, their relatives and internal/external network support services.
Also to provide administration and secretarial support to the Allied Health Professionals and ensure a high standard of clerical and secretarial duties are maintained and deadlines are met. Post holder will need to maintain a high standard of service to meet patient needs; keeping accurate, up to date patient records, registering new patients and typical clinical correspondence.
About us
The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.
We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years.
We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
Job description
Job responsibilities
Duties in standard font: job holder to undertake from appointment.
Duties in Bold italics: job holder will be supported to develop the skills to fulfil these during the apprenticeship.
- Receive and screen all referrals received, obtaining further information if necessary by contacting ward staff or speaking to patient/relatives to determine.
- Ensure accurate input of patient details when entering data on to information databases and Patient Administration System (Medway).
- Deal professionally with phone calls from relatives/patients, which could be emotional and of a sensitive nature.
- Liaise with patients, relatives and families and act as a host for internal and external agencies to monitor and review the process of referrals and update electronic systems accordingly, escalate complex and sensitive cases appropriately in line with Trust policies and Freedom of Information Act.
- Prioritise and manage own workload.
- Effectively manage multiple diaries for the rehabilitation team.
- Arrange and organise room bookings using different systems.
- Attend meetings/briefings as appropriate to role and where necessary minute take.
- Ordering and stock control of on-line stationary, and non-stock requests, monitoring of dietary supplements to maintain safe level, ensuring with in consumer date and replenishing as and when necessary.
- Recording and monitoring of specialist equipment issued by the rehabilitation department and maintain accurate record on database.
- Efficient use of office equipment, e.g. fax/photocopier/scanner, etc.
- Ensure the maintenance of the unit is kept to a high standard, and report anything necessary to the estates team via online communications.
- Typing of clinical correspondence, treatment summaries and annotations ensuring compliance with turnaround time/targets and ensure that office instructions are followed, using own initiation to escalate where appropriate to senior member of staff. Documents such as casefiles/reports/letters/memos.
- Provide information required to the Information Department as and when required to participate in regular and shared appraisals with line manager, within the remit defined by the Team Manager.
- To attend regular team meetings and attend off site training courses relevant to the job to be able to maintain high level of service and professionalism relevant to post.
- To contribute ideas to service development and rise with management.
- Promote a culture of customer care within the services which you work.
- Contribute to training/induction of new administration staff within the department.
- To provide relief cover for other members of the administrative team as needed.
- Any other duties appropriate to the grade, to assist in the smooth running of the department/s as directed by the rehabilitation team members.
- Accountability for own attitude and behaviours to follow trust policies including the respect at work policy.
Job description
Job responsibilities
Duties in standard font: job holder to undertake from appointment.
Duties in Bold italics: job holder will be supported to develop the skills to fulfil these during the apprenticeship.
- Receive and screen all referrals received, obtaining further information if necessary by contacting ward staff or speaking to patient/relatives to determine.
- Ensure accurate input of patient details when entering data on to information databases and Patient Administration System (Medway).
- Deal professionally with phone calls from relatives/patients, which could be emotional and of a sensitive nature.
- Liaise with patients, relatives and families and act as a host for internal and external agencies to monitor and review the process of referrals and update electronic systems accordingly, escalate complex and sensitive cases appropriately in line with Trust policies and Freedom of Information Act.
- Prioritise and manage own workload.
- Effectively manage multiple diaries for the rehabilitation team.
- Arrange and organise room bookings using different systems.
- Attend meetings/briefings as appropriate to role and where necessary minute take.
- Ordering and stock control of on-line stationary, and non-stock requests, monitoring of dietary supplements to maintain safe level, ensuring with in consumer date and replenishing as and when necessary.
- Recording and monitoring of specialist equipment issued by the rehabilitation department and maintain accurate record on database.
- Efficient use of office equipment, e.g. fax/photocopier/scanner, etc.
- Ensure the maintenance of the unit is kept to a high standard, and report anything necessary to the estates team via online communications.
- Typing of clinical correspondence, treatment summaries and annotations ensuring compliance with turnaround time/targets and ensure that office instructions are followed, using own initiation to escalate where appropriate to senior member of staff. Documents such as casefiles/reports/letters/memos.
- Provide information required to the Information Department as and when required to participate in regular and shared appraisals with line manager, within the remit defined by the Team Manager.
- To attend regular team meetings and attend off site training courses relevant to the job to be able to maintain high level of service and professionalism relevant to post.
- To contribute ideas to service development and rise with management.
- Promote a culture of customer care within the services which you work.
- Contribute to training/induction of new administration staff within the department.
- To provide relief cover for other members of the administrative team as needed.
- Any other duties appropriate to the grade, to assist in the smooth running of the department/s as directed by the rehabilitation team members.
- Accountability for own attitude and behaviours to follow trust policies including the respect at work policy.
Person Specification
Qualifications
Essential
- GCSE Grades A* - C/ 9 - 4 in English and Maths or meet the Maths, English and ICT initial assessments at the level required for the apprenticeship on assessment at interview
Desirable
- 5 GCSEs Grade A* - C/ 9 - 4 including: English, Mathematics and Information Technology or equivalent qualification
Experience
Essential
- Experience in an administrative and clerical setting.
- Proven skills such as organisation, ability to prioritise workload, problem solving and ability to work to tight deadlines.
- Experience of working within a team setting.
Desirable
- Experience of in house hospital administration system (Medway).
- Previous clerical and/or secretarial experience in a hospital or social environment.
Skills
Essential
- Ability to operate IT packages
- Excellent oral and written communication skills. Ability to listen and communicate effectively with a wide range of people using a variety of oral, automated and written methods in a manner which is clear, concise and effective.
- The ability to manage workload and prioritise competing tasks and work effectively on own or as part of a diverse team.
- Ability to recognise own limitations and escalate to senior members when necessary.
- Ability to gather, assess and record information accurately.
Desirable
- Good communication and negotiation skills.
Knowledge
Essential
- Knowledge and familiarity with a range of software including word, excel, database packages, email and web browsers
Desirable
- Knowledge of medical terminology.
Values
Essential
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- Ability to work under pressure.
- Ability to work as part of an effective team.
- Able to use own initiative.
- Reliability and confidentiality.
- Ability to work flexibly.
Person Specification
Qualifications
Essential
- GCSE Grades A* - C/ 9 - 4 in English and Maths or meet the Maths, English and ICT initial assessments at the level required for the apprenticeship on assessment at interview
Desirable
- 5 GCSEs Grade A* - C/ 9 - 4 including: English, Mathematics and Information Technology or equivalent qualification
Experience
Essential
- Experience in an administrative and clerical setting.
- Proven skills such as organisation, ability to prioritise workload, problem solving and ability to work to tight deadlines.
- Experience of working within a team setting.
Desirable
- Experience of in house hospital administration system (Medway).
- Previous clerical and/or secretarial experience in a hospital or social environment.
Skills
Essential
- Ability to operate IT packages
- Excellent oral and written communication skills. Ability to listen and communicate effectively with a wide range of people using a variety of oral, automated and written methods in a manner which is clear, concise and effective.
- The ability to manage workload and prioritise competing tasks and work effectively on own or as part of a diverse team.
- Ability to recognise own limitations and escalate to senior members when necessary.
- Ability to gather, assess and record information accurately.
Desirable
- Good communication and negotiation skills.
Knowledge
Essential
- Knowledge and familiarity with a range of software including word, excel, database packages, email and web browsers
Desirable
- Knowledge of medical terminology.
Values
Essential
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- Ability to work under pressure.
- Ability to work as part of an effective team.
- Able to use own initiative.
- Reliability and confidentiality.
- Ability to work flexibly.
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.
