Job summary
This is an exciting opportunity to work within integrated care to support the secretarial team with providing accurate, relevant and timely information to support clinical staff and peers in delivering high quality patient care and meeting the business needs of the Trust.
You will be based at Airedale General Hospital working as part of an administration team to provide a comprehensive administrative service. We are looking for someone with OCR and Text Processing qualifications or experience and excellent communication skills to support the team and Business Manager in the day to day running of the service.
You will enjoy excellent support networks and peer review/supervision along with the opportunity to work with our friendly and enthusiastic team.
If you have these skills, can work both as a team member and independently then we would like to hear from you
2 Posts available:
1 x 37.5 hours per week
1 x 23 hours per week
This position is not currently eligible for a certificate of sponsorship in line with Home Office guidance as it does not appear on the skilled worker visa occupation list.
If you currently hold a different type of visa allowing you to work in the UK we would welcome an application from you. If your visa expires or there is a change in status during your employment, the Trust will be required to review your employment which may result in the termination of your employment to comply with the relevant immigration legislation
Main duties of the job
To work as part of an secretarial team to provide a comprehensive administrative and secretarial service to the consultant workforce. To support the Patient Service Manager and Hub Leader in the day to day running of a specialty secretarial team.In pursuing these duties the post holder will ensure compliance with the NHS Constitution and be familiar with the NHS England Guidance 'Understanding the new NHS' (details of which can be found in the links section of NHS Jobs).
About us
We are always looking for enterprising and innovative approaches to the way we provide our services. We are a national centre for telemedicine and introduced telehealth to the UK offender healthcare sector and also provide the service to patients in their care homes. Community matters to us and we are supported by 400 dedicated volunteers and have strong links with Bradford University, Craven College and Leeds City College to ensure we inspire the workforce of the future.
We want to attract staff who embrace our Right Care behaviours of compassion, a commitment to quality of care and working together for patients we want to make these part of our DNA.
Job description
Job responsibilities
Main duties:Work as part of an secretarial team to provide a comprehensive administrative service to the specialty team.Support the Hub Leader in the day to day running of the specialty administration team.Have basic knowledge of the Directorate and consultant structure and portfolios to enable cross cover.Support clinical team in implementation and use of new technologies.Maintain close working relationships between consultant(s) and patient, using tact, diplomacy, reassurance and discretion. Hub Leader Medical Secretary(s) Admin ManagerProvide accurate, relevant and timely information to support clinical staff and managers in delivering high quality patient care and meeting the business needs of the Trust by: Being responsible for accurately maintaining the Patient Administration System, including electronic tracking of notes, closing and updating referrals, adding to the waiting list and instigating transfers to other providers.Liaison with medical, nursing and secretarial staff in arranging patients admission to hospital and attendance at outpatient clinics.Updating 18 week monitoring information on a weekly basisEnsuring that investigation results are checked and signed before filing in the case notes accurately, following Airedale NHS Trust procedures and guidelines.(NB All investigation results must be signed by a Doctor before being filed).Respond to enquiries from patients and their relatives in a constructive and sympathetic manner. Exercise independent judgement and initiative based on acquired knowledge when problems arise by taking appropriate action to resolve or by referring to the appropriate person.Managing incoming and outgoing correspondence, prioritising issues and signposting urgent referrals / clinical correspondence as necessary.Manage calendars effectively and efficiently.Produce high quality documents (including text processed) from written, recorded, dictated material etc.Booking notes in and out of the office, actioning tasks and general duties when band 2 administrator is absent.Ensure professional standards and the appropriate style of communication is deployed depending on the situation.
Establish and maintain good working relationships both internally and externally.Be responsible for organising multidisciplinary meetings, conferences and events as required or in support of colleagues.Prepare papers, attend meetings and clinics and take formal minutes as required or as part of cross cover within the Specialty administration team.Create, manage and maintain effective patient and file management systems.Manage own workload and activity so that deadlines are achieved.Perform any other duties which fall within the range of this post grade, within the area of responsibility as defined above.Attend all Staff Development Reviews where training and development needs will be identified, attend mandatory and identified training.Where required deputise for Line Manager
4. Working as part of a Team
Work as part of the Specialty Administration Team.Work flexibly within core working hours to ensure the locality administration team is appropriately covered and supported.Support Hub Leader and Team in the day to day running of the specialty administration team.To cross cover for other colleagues in their absence and deputise for the Hub Leader as required,Any other duties as required and specific to the role.
5.Managing SelfParticipate in regular team meetings.Attend all mandatory training.Participate annually identifying, developing and agreeing your own development plan withyour line manager using the Trust Appraisal process.Comply with all Trust policies, procedures and protocols.Pay regard to materials and equipment.Carry out duties with due regard to the Trusts Equal Opportunity Policy, the Data Protection Act and Confidentiality Code of Practice.Seek advice and support from your line manager whenever necessary.
6.Staff Supervision and Support Oversee the day to day work of identified administrative staff within the specialty administration team.
Job description
Job responsibilities
Main duties:Work as part of an secretarial team to provide a comprehensive administrative service to the specialty team.Support the Hub Leader in the day to day running of the specialty administration team.Have basic knowledge of the Directorate and consultant structure and portfolios to enable cross cover.Support clinical team in implementation and use of new technologies.Maintain close working relationships between consultant(s) and patient, using tact, diplomacy, reassurance and discretion. Hub Leader Medical Secretary(s) Admin ManagerProvide accurate, relevant and timely information to support clinical staff and managers in delivering high quality patient care and meeting the business needs of the Trust by: Being responsible for accurately maintaining the Patient Administration System, including electronic tracking of notes, closing and updating referrals, adding to the waiting list and instigating transfers to other providers.Liaison with medical, nursing and secretarial staff in arranging patients admission to hospital and attendance at outpatient clinics.Updating 18 week monitoring information on a weekly basisEnsuring that investigation results are checked and signed before filing in the case notes accurately, following Airedale NHS Trust procedures and guidelines.(NB All investigation results must be signed by a Doctor before being filed).Respond to enquiries from patients and their relatives in a constructive and sympathetic manner. Exercise independent judgement and initiative based on acquired knowledge when problems arise by taking appropriate action to resolve or by referring to the appropriate person.Managing incoming and outgoing correspondence, prioritising issues and signposting urgent referrals / clinical correspondence as necessary.Manage calendars effectively and efficiently.Produce high quality documents (including text processed) from written, recorded, dictated material etc.Booking notes in and out of the office, actioning tasks and general duties when band 2 administrator is absent.Ensure professional standards and the appropriate style of communication is deployed depending on the situation.
Establish and maintain good working relationships both internally and externally.Be responsible for organising multidisciplinary meetings, conferences and events as required or in support of colleagues.Prepare papers, attend meetings and clinics and take formal minutes as required or as part of cross cover within the Specialty administration team.Create, manage and maintain effective patient and file management systems.Manage own workload and activity so that deadlines are achieved.Perform any other duties which fall within the range of this post grade, within the area of responsibility as defined above.Attend all Staff Development Reviews where training and development needs will be identified, attend mandatory and identified training.Where required deputise for Line Manager
4. Working as part of a Team
Work as part of the Specialty Administration Team.Work flexibly within core working hours to ensure the locality administration team is appropriately covered and supported.Support Hub Leader and Team in the day to day running of the specialty administration team.To cross cover for other colleagues in their absence and deputise for the Hub Leader as required,Any other duties as required and specific to the role.
5.Managing SelfParticipate in regular team meetings.Attend all mandatory training.Participate annually identifying, developing and agreeing your own development plan withyour line manager using the Trust Appraisal process.Comply with all Trust policies, procedures and protocols.Pay regard to materials and equipment.Carry out duties with due regard to the Trusts Equal Opportunity Policy, the Data Protection Act and Confidentiality Code of Practice.Seek advice and support from your line manager whenever necessary.
6.Staff Supervision and Support Oversee the day to day work of identified administrative staff within the specialty administration team.
Person Specification
Skills
Essential
- Ability to work autonomously and proactively
- Good interpersonal and communication skills.
- Good organisational skills.
- Able to prioritise work effectively and deal with non-routine tasks under pressure.
Desirable
Qualifications
Essential
- GCSE (or equivalent) in maths/english
- RSA/OCR level 2 word/text processing or equivalent experience
Desirable
- Business admin qualification level 3
- OCR level 3 word/text processing
Experience
Essential
- Administration/office experience supporting senior management functions i.e. diary management, electronic filing systems, meeting preparation, minute taking, collating and presenting information etc.
Desirable
- Administration/office experience supporting senior management functions within the public sector.
Knowledge
Essential
- Knowledge of the NHS Constitution & 'Understanding the New NHS'
- Competent in Microsoft Office Software or equivalent administrative programs.
- SystmOne
Person Specification
Skills
Essential
- Ability to work autonomously and proactively
- Good interpersonal and communication skills.
- Good organisational skills.
- Able to prioritise work effectively and deal with non-routine tasks under pressure.
Desirable
Qualifications
Essential
- GCSE (or equivalent) in maths/english
- RSA/OCR level 2 word/text processing or equivalent experience
Desirable
- Business admin qualification level 3
- OCR level 3 word/text processing
Experience
Essential
- Administration/office experience supporting senior management functions i.e. diary management, electronic filing systems, meeting preparation, minute taking, collating and presenting information etc.
Desirable
- Administration/office experience supporting senior management functions within the public sector.
Knowledge
Essential
- Knowledge of the NHS Constitution & 'Understanding the New NHS'
- Competent in Microsoft Office Software or equivalent administrative programs.
- SystmOne
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.
