Job summary
The post holder will be responsible for working as part of a
team to ensure the smooth running of the admin area within the Emergency
Department. Working closely with
Consultants, junior medical staff and senior ED staff.
Providing secretarial support to the Consultants, junior
medical staff and senior ED staff.
Assist in the organization of the Consultants and ED
workload.
Communicate appointment and admission related information to
patients/carers.
Provide a full and
comprehensive administration service to all relevant staff.
This role is 22.5 hours per week, working
Wednesday, Thursday and Friday
Main duties of the job
To provide a full range of confidential
secretarial/administrative support to Consultants and supporting clinical
staff, working with minimal supervision.
To undertake typing and distribution of clinical and other
patient-related and general correspondence, dictate by Consultants and
supporting clinical staff, to achieve Trust standards of accuracy and
timeliness.
To be the point of contact for staff, patients and others
within and outside the organisation, responding to external and internal
telephone enquiries, taking appropriate and timely action required, including
making appointments, giving non-clinical advice, onward referral to relevant
department etc.
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 book investigations and any necessary follow-up
appointments, as directed by clinical staff, ensuring test results are
presented to medical staff on receipt, where these are not available
electronically.
To maintain accurate patient and GP details on the Trusts
central and local patient administration and clinical systems as required
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.
Full Job Descriptions can be found in the adverts supporting documents.
Over reliance on
AI-generated content is discouraged and may diminish the applicant's chances of
success.
For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.
From April 9th 2025 - Healthcare assistants - You must have been employed for a minimum of two years
of as a HCA within the NHS for the Trust to consider
sponsorship (we will only consider sponsorship if you meet this criteria and
have a current visa expiring within 3 months).
Job description
Job responsibilities
To manage electronic diaries as required.
To support arrangement of on call rotas as required.
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.
To maintain accurate and timely data entry to databases to
meet service requirements.
To prioritise own workload to meet the needs of the
patients, consultants and ED senior staff and ensure all deadlines are met.
To support new and/or less experienced staff as directed by
line manager/head of service.
To provide cover as required during absence of colleagues.
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.
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 manage electronic diaries as required.
To support arrangement of on call rotas as required.
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.
To maintain accurate and timely data entry to databases to
meet service requirements.
To prioritise own workload to meet the needs of the
patients, consultants and ED senior staff and ensure all deadlines are met.
To support new and/or less experienced staff as directed by
line manager/head of service.
To provide cover as required during absence of colleagues.
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.
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
- Able to travel across Trust sites to meet the requirements of the post
Qualifications
Essential
- Good standard of general education minimum of 3 GSCEs or equivalent at Grade C or above including English
- NVQ Level 3 in Business Administration (or working towards)or equivalent knowledge/ experience
- Keyboard/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards)
Desirable
Experience
Essential
- Experience of a secretarial/ administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment
- Demonstrate experience of using Microsoft word
- Experience in setting up and maintaining office filing systems
- Experience of maintaining and setting up databases
- Experience in planning and organizing meetings and taking notes
- Experience of providing secretarial and administrative support to a team
Desirable
- Experience of working within an NHS environment experience
Special Skills & Knowledge
Essential
- Knowledge of computer packages, e.g. Word, Excel, Outlook and Powerpoint
- Ability to analyse and present data using Excel and Access packages
- Ability to use email and maintain and update paper and electronic diaries
- Knowledge of Data Protection and Caldicott Principles and understanding the requirement to maintain confidentiality
- Ability to use discretion and maintain confidentiality.
- Good interpersonal skills
- Excellent written and verbal communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages
- Able to use own initiative to resolve routine queries, in line with departmental procedures
- Ability to prioritise workload and work to deadlines
- Flexible approach to work and adaptable to change.
- Ability to work as a member of a team
- Committed to quality customer care and delivering excellent customer service
Desirable
- Knowledge of NHS Practices/Procedures
- Knowledge of NHS PAS systems
Person Specification
Special Requirements
Essential
- Able to travel across Trust sites to meet the requirements of the post
Qualifications
Essential
- Good standard of general education minimum of 3 GSCEs or equivalent at Grade C or above including English
- NVQ Level 3 in Business Administration (or working towards)or equivalent knowledge/ experience
- Keyboard/typing qualification equivalent to RSA 3/OCR Advanced text/word processing or equivalent proven typing skills to a high standard (or working towards)
Desirable
Experience
Essential
- Experience of a secretarial/ administrative role providing general provision of secretarial/administrative duties in a challenging and constantly changing environment
- Demonstrate experience of using Microsoft word
- Experience in setting up and maintaining office filing systems
- Experience of maintaining and setting up databases
- Experience in planning and organizing meetings and taking notes
- Experience of providing secretarial and administrative support to a team
Desirable
- Experience of working within an NHS environment experience
Special Skills & Knowledge
Essential
- Knowledge of computer packages, e.g. Word, Excel, Outlook and Powerpoint
- Ability to analyse and present data using Excel and Access packages
- Ability to use email and maintain and update paper and electronic diaries
- Knowledge of Data Protection and Caldicott Principles and understanding the requirement to maintain confidentiality
- Ability to use discretion and maintain confidentiality.
- Good interpersonal skills
- Excellent written and verbal communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages
- Able to use own initiative to resolve routine queries, in line with departmental procedures
- Ability to prioritise workload and work to deadlines
- Flexible approach to work and adaptable to change.
- Ability to work as a member of a team
- Committed to quality customer care and delivering excellent customer service
Desirable
- Knowledge of NHS Practices/Procedures
- Knowledge of NHS PAS systems
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.
