Job summary
You will need to have excellent verbal and written
communication skills as the first point contact to the sexual health service,
covering County Durham and Darlington, in the delivery of a complex central
appointment booking system, and in establishing strong working relationships
with colleagues in the department and across the Trust. This is an excellent opportunity to use your
proven administrative, secretarial and organisational skills to support the
work of the Central Admin Team, Admin Team Leader, wider service area clinical
teams, department leads and head of service
You must be flexible and adaptable, and enjoy being part of
a much bigger team across all sites. You
will be involved in supporting the formulation of regular reports from a
bespoke sexual health EPR, supporting the payment of general service accounts
and third party providers and supporting the functioning of the administration
service on a daily basis across all sites.
Covering frontline at the sexual health clinics may also be required
occasionally.
You must have excellent IT skills particularly
in Microsoft Office packages such as Outlook, Word and Excel and have excellent
customer service skills
Main duties of the job
To support the delivery of the Sexual Health Services
central appointment booking line system, ensuring an effective, efficient and
confidential service is delivered in a professional manner.
To provide a high standard, full and effective
comprehensive range of administrative support for all specified
workstreams/projects that support the delivery of the Sexual Health Service
ensuring transparency and consistency across the service.
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented
We are unable to offer sponsorship for roles that do not require a professional registration, to apply you must have Right to Work in the United Kingdom. If you are in the UK on a VISA please ensure you have no restrictions that would prevent you from taking this post
Full Job Descriptions can be found in the adverts supporting documents
Job description
Job responsibilities
To be the first point of contact for patients and the
general public in the delivery of a complex appointment booking system for
clinics across County Durham and Darlington.
To provide a full range of confidential administrative
support to the Admin Team Leader and all staff within the contraception and
sexual health service, working with minimal supervision
To undertake typing and distribution of confidential
correspondence within Trust or department timescales.
To be the first point of contact for service staff, other
internal staff and stakeholders within and outside the organisation, responding
to telephone enquiries and taking appropriate timely action.
To receive and respond to internal and external correspondence,
taking appropriate and timely action as required, in accordance with Trust
and/or departmental standards and processes
To manage electronic diaries, as required
To support the formation of commissioner reports using the
services bespoke patient EPR system.
To organise meetings, including arranging venues, preparing
agendas, collating and issuing papers and attending for taking and production
of minutes, as required
To operate efficient and up-to-date administrative systems
and processes for all office tasks and supports the development of standard
operating procedures
To maintain accurate and timely service accounts invoice
payments including setting up of call off orders, data entry to databases to
meet service requirements
To prioritise own workload to meet the needs of the Service
staff and ensure all deadlines are met
To support new and/or less experienced staff, as required
Supervise work experience students and apprentices requiring
experience of office work
To provide cover as required during absence of colleagues
including frontline cover at clinics
The post holder may be required to undertake the role of
Information Asset Administrator or Information Asset Owner to provide support
for the control and administration of information assets within their
area/department (details available on the Health Informatics web page)
The post holder may be required to undertake the
role of Registration Authority Agent/Sponsor which includes supporting the NHS
Care Records Service applications using smartcards and appropriate access
files.
Job description
Job responsibilities
To be the first point of contact for patients and the
general public in the delivery of a complex appointment booking system for
clinics across County Durham and Darlington.
To provide a full range of confidential administrative
support to the Admin Team Leader and all staff within the contraception and
sexual health service, working with minimal supervision
To undertake typing and distribution of confidential
correspondence within Trust or department timescales.
To be the first point of contact for service staff, other
internal staff and stakeholders within and outside the organisation, responding
to telephone enquiries and taking appropriate timely action.
To receive and respond to internal and external correspondence,
taking appropriate and timely action as required, in accordance with Trust
and/or departmental standards and processes
To manage electronic diaries, as required
To support the formation of commissioner reports using the
services bespoke patient EPR system.
To organise meetings, including arranging venues, preparing
agendas, collating and issuing papers and attending for taking and production
of minutes, as required
To operate efficient and up-to-date administrative systems
and processes for all office tasks and supports the development of standard
operating procedures
To maintain accurate and timely service accounts invoice
payments including setting up of call off orders, data entry to databases to
meet service requirements
To prioritise own workload to meet the needs of the Service
staff and ensure all deadlines are met
To support new and/or less experienced staff, as required
Supervise work experience students and apprentices requiring
experience of office work
To provide cover as required during absence of colleagues
including frontline cover at clinics
The post holder may be required to undertake the role of
Information Asset Administrator or Information Asset Owner to provide support
for the control and administration of information assets within their
area/department (details available on the Health Informatics web page)
The post holder may be required to undertake the
role of Registration Authority Agent/Sponsor which includes supporting the NHS
Care Records Service applications using smartcards and appropriate access
files.
Person Specification
Special Requirements
Essential
- The ability to work in a flexible way, within core business hours, to meet the needs of the service. In addition this may include evening and weekend work with prior approval from line manager
- Ability to travel independently to fulfil the requirements of the post
Experience
Essential
- Experience in a customer services or first point of contact role dealing directly with patients and/or the general public.
- Experience of working as a secretary/administrator undertaking a wide range of office duties
- Experience in day to day supervision of lower band staff and trainees
Desirable
- Experience in the use of a patient EPR system
Special Skills and Knowledge
Essential
- Excellent oral and written communication skills and a professional telephone manner
- In depth knowledge of and competent use of IT including Microsoft Office packages particularly Outlook and Excel
- Excellent keyboard skills
- Able to demonstrate a high level of enthusiasm and commitment with a non-judgemental approach
- Able to work flexibly under pressure, rapid pace, and with an unpredictable work pattern
- Self-starter, able to work independently, on own initiative and to deadlines
- Able to demonstrate good teamwork and ability to organise own workload and workload with other admin team members, to ensure safe service provision
Desirable
- General sexual health, contraception and STI knowledge
Qualifications
Essential
- Good standard of general education 5 GCSEs or equivalent including Mathematics and English.
- NVQ Level III in Business Administration (or equivalent qualification/experience) or work towards within 12 months
- ECDL qualification (or equivalent qualification/experience)
Desirable
- NVQ in Customer Services or equivalent qualification
Person Specification
Special Requirements
Essential
- The ability to work in a flexible way, within core business hours, to meet the needs of the service. In addition this may include evening and weekend work with prior approval from line manager
- Ability to travel independently to fulfil the requirements of the post
Experience
Essential
- Experience in a customer services or first point of contact role dealing directly with patients and/or the general public.
- Experience of working as a secretary/administrator undertaking a wide range of office duties
- Experience in day to day supervision of lower band staff and trainees
Desirable
- Experience in the use of a patient EPR system
Special Skills and Knowledge
Essential
- Excellent oral and written communication skills and a professional telephone manner
- In depth knowledge of and competent use of IT including Microsoft Office packages particularly Outlook and Excel
- Excellent keyboard skills
- Able to demonstrate a high level of enthusiasm and commitment with a non-judgemental approach
- Able to work flexibly under pressure, rapid pace, and with an unpredictable work pattern
- Self-starter, able to work independently, on own initiative and to deadlines
- Able to demonstrate good teamwork and ability to organise own workload and workload with other admin team members, to ensure safe service provision
Desirable
- General sexual health, contraception and STI knowledge
Qualifications
Essential
- Good standard of general education 5 GCSEs or equivalent including Mathematics and English.
- NVQ Level III in Business Administration (or equivalent qualification/experience) or work towards within 12 months
- ECDL qualification (or equivalent qualification/experience)
Desirable
- NVQ in Customer Services or equivalent qualification
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.
