Job summary
IBD Administrative Assistant
Department: Gastroenterology (Medicine)
Band 3
Hours: 22.5 hours per week, all MKUH roles will be considered for flexible working
The post holder will provide day-to- day support to our Advances Nurse Practitioners, which will enable the Nurse to maximise their time spent with patients. The post sits within the IBD team and in the wider Gastroenterology team. Duties will include filing, photocopying, sending faxes, organising clinic notes, typing, taking messages and general office duties. Crucially, the post holder will maintain the outcomes database and support compliance with the electronic recording of performance measures; therefore, computer literacy, particularly excel is essential.
MKUH actively encourages development within the workforce and employees are required to comply with trust mandatory training. MKUH aims to support high quality training to NHS staff through various services. The trust is committed to offering learning and development opportunities for all full-time and part-time employees.
Main duties of the job
To provide comprehensive secretarial and administrative support to the Advanced Nurse Practitioner and to assist the Advanced Nurse Practitioner in ensuring effective service delivery to the population of Milton Keynes.
Our administrator will provide day-to-day support to our Advanced Nurse practitioner, which will enable the Nurse to maximize her time spent with patients. Duties will include filing, photocopying, sending faxes, and organizing clinic notes, typing, taking messages, and organizing our office base.
Crucially the post holder will maintain the outcomes database and support compliance with the electronic recording of performance measures; therefore, computer literacy, particularly in excel is essential.
About us
You can expect a warm welcome at Milton Keynes University Hospital, our staff are friendly and welcoming. We listen to each other and work together to embed our Trusts values and behaviours. At MKUH we appreciate our staff and reward them with an outstanding benefits package including:
- Free on-site parking
- Free tea and coffee
- Great flexible workingopportunities
- Discounted gym membership
- Lease car scheme
- Generous annual leave and pension scheme
- On site nursery (chargeable)
- Extensive staff health and well-being programme
Milton Keynes University Hospital NHS Foundation Trust, in partnership with the University of Buckingham, is a University Teaching Hospital; we conduct research and teaching on site to improve the care of our patients. The hospital is undergoing significant investment, and we are proud to be rated good by the CQC. Visit our website to catch up on our latest news.
Job description
Job responsibilities
Clerical Duties:
- Milton Keynes University Hospital Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.
- Trust policies, procedures, and guideline - It is a condition of your employment that as an employee you are expected to adhere to our policies, procedures, and guidelines. These can all be found on the Trusts website.
- To work as a member of the Gastroenterology IBD Administrative team to provide daily assistance to the IBD Specialist nursing team giving confidential administrative support.
Specific to role:
- Answering helpline calls - speaking to patients, collecting relevant information ie: identifiable details, medication, consultant, diagnosis, reason for call and directing to nurse as appropriate-log on data base.
- Monitoring IBD e-mails - collecting relevant information ie: identifiable details, medication, consultant, diagnosis, reason for email and directing to correct consultant/nurse as appropriate-log on data base.
- IBD nurse clinic appointments making appointments for clinic, informing patients over the phone, re-arranging clinic appointments. Scheduling appointment from request clinic lists- checking patients clinical outcome forms and consultant letters for appropriateness of appointments. Printing clinic lists.
Please refer to the job description for further details.
Job description
Job responsibilities
Clerical Duties:
- Milton Keynes University Hospital Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.
- Trust policies, procedures, and guideline - It is a condition of your employment that as an employee you are expected to adhere to our policies, procedures, and guidelines. These can all be found on the Trusts website.
- To work as a member of the Gastroenterology IBD Administrative team to provide daily assistance to the IBD Specialist nursing team giving confidential administrative support.
Specific to role:
- Answering helpline calls - speaking to patients, collecting relevant information ie: identifiable details, medication, consultant, diagnosis, reason for call and directing to nurse as appropriate-log on data base.
- Monitoring IBD e-mails - collecting relevant information ie: identifiable details, medication, consultant, diagnosis, reason for email and directing to correct consultant/nurse as appropriate-log on data base.
- IBD nurse clinic appointments making appointments for clinic, informing patients over the phone, re-arranging clinic appointments. Scheduling appointment from request clinic lists- checking patients clinical outcome forms and consultant letters for appropriateness of appointments. Printing clinic lists.
Please refer to the job description for further details.
Person Specification
Qualifications and knowledge
Essential
- Good general education including English minimum of 5 GCSE (Grade A to C) or equivalent.
- Strong IT skills in relation to Microsoft packages including word/excel to NVQ level 3.
Desirable
- Typing qualification or equivalent experience
- ECDL qualification or equivalent
Experience
Essential
- Relevant secretarial/ administration experience working within a clinical environment.
- Demonstrate the ability to delegate tasks and supervise outputs.
- Experience of using IT/Patient data Systems.
- Ability to accurately and efficiently input and retrieve information on a computerised system whilst adhering to complex local and national policies and guidelines.
- Experience of handling inbound and outbound telephone calls of a potentially sensitive nature.
- Working in a busy environment dealing with large numbers of the general public.
- Experience of using: oEDM/Ecare oChoose and book oICE
Skills
Essential
- Excellent communication skills both written and oral, including ability to relate to people.
- Experience or working in a team and developing effective working relationships with staff at all levels.
- Ability to plan, prioritise and delegate workload, giving attention to detail.
- Evidence of working under pressure to tight deadlines and deal with difficult situations e.g. patients, public and visitors.
- Manage and interpret data correctly to inform decision making.
- Take responsibility for own actions, behaviours and achievement of work objectives and goals.
Personal and people development
Essential
- Must be able to work as an integral member of a team.
- Stay composed with conflicting priorities.
- Ability to be flexible and use initiative.
- Must maintain a professional approach at all times
Communication
Essential
- Within own team and between teams
- Building key relationships
- Excellent verbal and written communication skills.
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations
Person Specification
Qualifications and knowledge
Essential
- Good general education including English minimum of 5 GCSE (Grade A to C) or equivalent.
- Strong IT skills in relation to Microsoft packages including word/excel to NVQ level 3.
Desirable
- Typing qualification or equivalent experience
- ECDL qualification or equivalent
Experience
Essential
- Relevant secretarial/ administration experience working within a clinical environment.
- Demonstrate the ability to delegate tasks and supervise outputs.
- Experience of using IT/Patient data Systems.
- Ability to accurately and efficiently input and retrieve information on a computerised system whilst adhering to complex local and national policies and guidelines.
- Experience of handling inbound and outbound telephone calls of a potentially sensitive nature.
- Working in a busy environment dealing with large numbers of the general public.
- Experience of using: oEDM/Ecare oChoose and book oICE
Skills
Essential
- Excellent communication skills both written and oral, including ability to relate to people.
- Experience or working in a team and developing effective working relationships with staff at all levels.
- Ability to plan, prioritise and delegate workload, giving attention to detail.
- Evidence of working under pressure to tight deadlines and deal with difficult situations e.g. patients, public and visitors.
- Manage and interpret data correctly to inform decision making.
- Take responsibility for own actions, behaviours and achievement of work objectives and goals.
Personal and people development
Essential
- Must be able to work as an integral member of a team.
- Stay composed with conflicting priorities.
- Ability to be flexible and use initiative.
- Must maintain a professional approach at all times
Communication
Essential
- Within own team and between teams
- Building key relationships
- Excellent verbal and written communication skills.
Specific requirements
Essential
- Able to perform the duties of the post with reasonable aids and adaptations
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.
