Job summary
An exciting opportunity has arisen at Sheffield Children's NHS Foundation Trust to join the Children Looked After Admin Teamat Centenary House. You will provide efficient and effective clerical and typing support service to the Statutory Health Assessment process for the Looked After and Adoptive Children's Health department.
You will be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in their role. You will share the Trust values and be committed to equality, diversity and inclusion.
Main duties of the job
The key dimensions to the post are as follows:-
- Provide a high quality clinical typing/audio transcription service
- Provide a high quality administrative support service
You must possess excellent organisational and interpersonal skills and be flexible and conscientious with the ability to liaise with staff of all levels throughout the hospital and to the wider Trust, as well as parents/guardians and GPs dealing effectively and efficiently with telephone enquiries. This post primarily requires you to produce dictated correspondence using both audio and digital transcribers.
Working under the direction of the Team Leader, you should also be capable of using your own initiative. You will be required to adopt a flexible approach and must enjoy working as part of a mixed skilled team.
Please ensure that you explain clearly how you meet the essential and desirable criteria in your application.
About us
Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people."
- Outstanding patient care
- Brilliant place to work
- Leader in children's health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Job description
Job responsibilities
- Type dictation from handwritten notes/audio, of clinical letters, and general correspondence including administration. Ensure that clinic letters are typed and sent out in accordance with the locally agreed standards.
- Communicate electronically with secretaries regarding outcomes to be actioned from typing to ensure 18 week targets are met or any other direct instructions from the consultant are communicated.
- Check patient appointments/waiting lists/ tests are booked as dictated by the consultant. Escalate any issues that need resolution partially in line with 18-weeks.
- Send out correspondence and up load final clinical letters into EDMS once agreed by Consultant. Deal with own corrections.
- Be able to prioritise workload with the support of the supervisor.
- Ensure any dashboards recording typing turnaround are updated daily.
- Ensure the LAACH Team Leader is made aware of any outstanding actions on patients pathways (ie outstanding appointments, investigation requests) to support patients care and achievement of waiting time targets.
- Update RTT in accordance with Trust guidelines. Assist the administration and clerical team with data base management utilising Careflow and other databases.
- Liaise with line manager to determine priority of providing cover for secretaries during their periods of absence.
- Ensure all correspondence is dealt with, by reading, assessing, prioritising and escalating any necessary action on behalf of the consultant to the Secretarial Team Lead when required. Scan all correspondence into EDMS when completed and shred remaining paperwork at an agreed endpoint.
- Deal with simple telephone calls from parents regarding queries about their child.eg checking appointments . If the query is more complex. It is essential that facts are assimilated and appropriate action / advice is given. Ensure consultant/medical/nursing staff are contacted as appropriate. Escalate any complex / distressed parents telephone calls to the appropriate team member.
Information and PAS
- Filing of investigations and correspondence in to EDMS.
- Use of the Careflow System to check and update patient information.
General
- General office duties:
- Meeting invites
- Notifications
- Answering telephones
- General filing
- Tidying the office
- Dealing with incoming post and distributing to appropriate
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Job description
Job responsibilities
- Type dictation from handwritten notes/audio, of clinical letters, and general correspondence including administration. Ensure that clinic letters are typed and sent out in accordance with the locally agreed standards.
- Communicate electronically with secretaries regarding outcomes to be actioned from typing to ensure 18 week targets are met or any other direct instructions from the consultant are communicated.
- Check patient appointments/waiting lists/ tests are booked as dictated by the consultant. Escalate any issues that need resolution partially in line with 18-weeks.
- Send out correspondence and up load final clinical letters into EDMS once agreed by Consultant. Deal with own corrections.
- Be able to prioritise workload with the support of the supervisor.
- Ensure any dashboards recording typing turnaround are updated daily.
- Ensure the LAACH Team Leader is made aware of any outstanding actions on patients pathways (ie outstanding appointments, investigation requests) to support patients care and achievement of waiting time targets.
- Update RTT in accordance with Trust guidelines. Assist the administration and clerical team with data base management utilising Careflow and other databases.
- Liaise with line manager to determine priority of providing cover for secretaries during their periods of absence.
- Ensure all correspondence is dealt with, by reading, assessing, prioritising and escalating any necessary action on behalf of the consultant to the Secretarial Team Lead when required. Scan all correspondence into EDMS when completed and shred remaining paperwork at an agreed endpoint.
- Deal with simple telephone calls from parents regarding queries about their child.eg checking appointments . If the query is more complex. It is essential that facts are assimilated and appropriate action / advice is given. Ensure consultant/medical/nursing staff are contacted as appropriate. Escalate any complex / distressed parents telephone calls to the appropriate team member.
Information and PAS
- Filing of investigations and correspondence in to EDMS.
- Use of the Careflow System to check and update patient information.
General
- General office duties:
- Meeting invites
- Notifications
- Answering telephones
- General filing
- Tidying the office
- Dealing with incoming post and distributing to appropriate
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Person Specification
Qualifications and Training
Essential
- Educated to GSCE standard including C grade in English or equivalent
- RSA II typing or equivalent qualification or equivalent experience
Desirable
- RSA III or equivalent qualification or equivalent experience
- NVQ2 in Business administration or equivalent
Experience
Essential
- Experience of audio-typing in a secretarial role
- Experience of working in a customer-focused environment
- Experience of working with different computer software eg email, internet etc
Desirable
- Previous medical secretarial experience
- Experience with NHS software systems
- Experience of working with confidential material
Knowledge and Skills
Essential
- Word-processing & audio-typing skills
- Good time management skills with the ability to prioritise work according to deadlines
- Able to work as part of a team and under own initiative
- Good verbal and written communication skills with team / clients/ relatives using tact when required.
- High standard of accuracy
- Ability to establish and maintain effective working relationships
- Ability to deal with conflict
Desirable
- Knowledge of medical terminology
Personal Attributes
Essential
- Adaptable to change
- Attention to detail and accuracy
Person Specification
Qualifications and Training
Essential
- Educated to GSCE standard including C grade in English or equivalent
- RSA II typing or equivalent qualification or equivalent experience
Desirable
- RSA III or equivalent qualification or equivalent experience
- NVQ2 in Business administration or equivalent
Experience
Essential
- Experience of audio-typing in a secretarial role
- Experience of working in a customer-focused environment
- Experience of working with different computer software eg email, internet etc
Desirable
- Previous medical secretarial experience
- Experience with NHS software systems
- Experience of working with confidential material
Knowledge and Skills
Essential
- Word-processing & audio-typing skills
- Good time management skills with the ability to prioritise work according to deadlines
- Able to work as part of a team and under own initiative
- Good verbal and written communication skills with team / clients/ relatives using tact when required.
- High standard of accuracy
- Ability to establish and maintain effective working relationships
- Ability to deal with conflict
Desirable
- Knowledge of medical terminology
Personal Attributes
Essential
- Adaptable to change
- Attention to detail and accuracy
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
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).
