Job summary
An exciting opportunity has arisen within the West Midlands Teenage and Young Adult (TYA) Service based at University Hospitals Birmingham. We are looking to recruit a Teenage Cancer Trust TYA Service Administrator for 30 hours a week for 12 months fixed term to cover maternity leave.
The post is funded by Teenage Cancer Trust, employed by UHB.
The post holder will play a pivotal role in the day to day operations of the TYA Service in the West Midlands working closely with the Teenage Cancer Trust Lead Nurse, Lead Clinician and TYA Service establishing close links with other staff both within the PTC and at the 7 other hospital sites designated for TYA care across the across the network. The post holder will demonstrate high quality administrative and secretarial support to ensure a seamless service is provided at all times, enabling it to function effectively and efficiently to support the team in delivering agreed quality standards of patient care and performance targets.
The post will be based at the Queen Elizabeth Hospital, Birmingham as the principal treatment centre for TYA patients aged 16-24 years, with some flexibility to work from home, and also provide administrative support at Birmingham Children's Hospital who are the principal treatment centre for 13-16 year old TYA patients.
For more information or to arrange an informal visit please contact Jo Maconnachie, Teenage Cancer Trust Lead Nurse on 07570 522210 or joanne.maconnachie@uhb.nhs.uk
Main duties of the job
The post-holder is expected to develop a full understanding and overview of the TYA Service workload including all incoming mail (inc. electronic), telephone calls, messages and meetings. This can often be complex and challenging. This level of knowledge, understanding and initiative will enable the post-holder to fully support the senior members of the team by managing diaries, arranging and taking minutes at meetings, accurately recording data/information and developing a structured system to ensure that meaningful data is collected and collated, correspondence is seen and actioned by the TYA team in an informed, timely and effective manner.
The Teenage Cancer Trust Young Persons Unit is the base for the TYA service which provides a home from home environment for TYA undergoing chemotherapy, radiotherapy, symptom control and palliation. The TYA team understand that this is an impressionable time in the TYA's life and aims to provide specialist care and emotional support through their treatment and prepare them for the future. It aims to do this by putting the young person first, cancer diagnosis second.
We are looking for an exceptional individual who must enjoy working with TYA, be resilient to inevitable service challenges, and have a sense of humour, compassion and sensitivity and enjoy working as part of a multidisciplinary team.
About us
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.
Our commitment to our staff is to create the best place for them to work, and we are dedicated to:
Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.
UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.
University Hospitals Birmingham is a Smoke-Free premises hospital.
Job description
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Job description
Job responsibilities
*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Person Specification
Qualifications
Essential
- * Educated to degree level in Business Administration or relevant subject or can demonstrate equivalent level of professional experience and training
- * Word processing. Advance typing skills to RSA III standard or equivalent
- * Evidence of continuing professional development
Experience
Essential
- * Evidence experience in continuing education and development particularly in terms of word processing / secretarial/ administrative skills.
- * Experience of dealing with the Public/Customer service experience
- * Significant relevant senior secretarial experience
- * Experience of managing complex diaries using own judgement when dealing with conflicting appointments and priorities
- * High proficiency of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
- * Experience of working within a Healthcare or NHS setting
- * Demonstrate a passion and enthusiasm for working with young people aged 13-24 and for young person centred care
- * Experience of working in a busy environment working independently and exercising judgment and decision making skills
- * Working knowledge of Microsoft Outlook, Word, Power Point, Excel, Access, Publisher
- * Demonstrate an understanding of Confidentiality, Safeguarding, Equality and Diversity
- * GDPR
- * Data Management
- * Shows an understanding of peer review process
Additional Criteria
Essential
- * Full range of PA/Administrative office skills required
- * Excellent audio/ copy typing skills.
- * Experience of skills in faxing, photocopying, scheduling, data handling, e-mail, spread sheets and PowerPoint.
- * Excellent verbal communication / interpersonal/ negotiating skills.
- * Able to relate and respond to complex and sensitive issues.
- * Speed writing / shorthand / advanced note taking for minutes and their production.
- * Excellent level of personal and team organisation
- * Computer /manual file management.
- * Excellent written & presentation skills
- * Able to exercise initiative, work independently and identify opportunities for improving systems and ways of working
- * Ability to work across boundaries, integrating with multidisciplinary staff in relation to arranging meetings and formulating responses
- * Self-motivated and able to work independently as well as part of a team.
- * Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- * Highly developed prioritisation skills
- * Organisation and coordination of meetings including the transcribing of minutes
- * Good time management skills
- * Confidentiality and tact necessary for dealing with
- * people at all levels, and the most complex and sensitive information
- * Ability to deal with stressful situations and sensitive issues
- * Professional attitude to work, diplomatic and calm under pressure
- * Demonstrates care and compassion
- * Able to travel to TYA designated hospitals as required in a timely manner
Person Specification
Qualifications
Essential
- * Educated to degree level in Business Administration or relevant subject or can demonstrate equivalent level of professional experience and training
- * Word processing. Advance typing skills to RSA III standard or equivalent
- * Evidence of continuing professional development
Experience
Essential
- * Evidence experience in continuing education and development particularly in terms of word processing / secretarial/ administrative skills.
- * Experience of dealing with the Public/Customer service experience
- * Significant relevant senior secretarial experience
- * Experience of managing complex diaries using own judgement when dealing with conflicting appointments and priorities
- * High proficiency of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook)
- * Experience of working within a Healthcare or NHS setting
- * Demonstrate a passion and enthusiasm for working with young people aged 13-24 and for young person centred care
- * Experience of working in a busy environment working independently and exercising judgment and decision making skills
- * Working knowledge of Microsoft Outlook, Word, Power Point, Excel, Access, Publisher
- * Demonstrate an understanding of Confidentiality, Safeguarding, Equality and Diversity
- * GDPR
- * Data Management
- * Shows an understanding of peer review process
Additional Criteria
Essential
- * Full range of PA/Administrative office skills required
- * Excellent audio/ copy typing skills.
- * Experience of skills in faxing, photocopying, scheduling, data handling, e-mail, spread sheets and PowerPoint.
- * Excellent verbal communication / interpersonal/ negotiating skills.
- * Able to relate and respond to complex and sensitive issues.
- * Speed writing / shorthand / advanced note taking for minutes and their production.
- * Excellent level of personal and team organisation
- * Computer /manual file management.
- * Excellent written & presentation skills
- * Able to exercise initiative, work independently and identify opportunities for improving systems and ways of working
- * Ability to work across boundaries, integrating with multidisciplinary staff in relation to arranging meetings and formulating responses
- * Self-motivated and able to work independently as well as part of a team.
- * Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- * Highly developed prioritisation skills
- * Organisation and coordination of meetings including the transcribing of minutes
- * Good time management skills
- * Confidentiality and tact necessary for dealing with
- * people at all levels, and the most complex and sensitive information
- * Ability to deal with stressful situations and sensitive issues
- * Professional attitude to work, diplomatic and calm under pressure
- * Demonstrates care and compassion
- * Able to travel to TYA designated hospitals as required in a timely manner
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
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).
