Job summary
A fantastic opportunity has arisen in South Warwickshire for a well-motivated and experienced individual to support the Gastroenterology (Inflammatory Bowel Disease) specialist nursing team at Warwick Hospital.
The successful candidate will be responsible for managing the administrative tasks of the IBD nursing team, which includes preparing advanced therapy prescriptions, screening the IBD advice line calls/emails and liaising with Medical Day Case Unit for IBD patients to receive treatments.
This will be an office-based role and general office duties will include assisting with the smooth and efficient running of the IBD nursing office and performing other ad-hoc tasks as needed.
Main duties of the job
To provide administration support, having responsibility for entering information into local and national gastroenterology information projects.
To provide a comprehensive and quality clerical service, while maintaining a high quality of support to the department and presenting a caring, professional and efficient service to patients and their families.
To participate fully as a team member and support gastroenterology medical secretaries with their duties as required
To undertake any duties commensurate with ensuring a seamless, efficient service to the patient and internal/external stakeholders
About us
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
As part of our commitment to Equality, Diversity and Inclusion we encourage all applicants to complete a short survey. This can be accessed via the link below:
https://forms.office.com/e/ahWY3eAGM2
We appreciate you completing the survey.
Job description
Job responsibilities
Key Result Areas:
Undertake complex and sensitive communications in liaison with internal and external professionals, patients and their carers and other agencies as appropriate.
Diary Management
Helpline management
Prioritise correspondence, initiating appropriate action
Work as part of a team to ensure that all administrative functions for patients from the time of referral to the time of discharge are coordinated in line with specific care pathway instructions to facilitate the smooth running of the patients journey.
When patient has multiple specialist needs, assist the patient in co-ordinating their pathways to reduce multiple appointments across the Trust
To request new and follow up appointments as required
To update and maintain patient records ensuring accurate record keeping at all times.
To track appointments, investigations and results, exercising judgement to ensure that clinical attention is urgently drawn to histology and radiology results and updated in the electronic record.
Co-ordinate the preparation of prescriptions for patients as per the IBD Specialist Nurses instruction
To take responsibility for any patient records that are kept within the gastroenterology nursing offices.
To open and distribute post prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all email correspondence.
Knowledge, Skills and Experience
To have a good level of communication and be able to speak to both clinical staff and patients in a professional manner
To be competent in Excel and Word
To have high level working knowledge of the Trusts IT systems including Lorenzo, Evolve and ICE
To be compliant with Trusts mandatory training
To be empathetic with patients and relatives when dealing with sensitive issues
To have good organisational skills and be able to prioritise workload so tasks are completed in a timely manner
Measurable Result Areas
The post holder will be accountable to the Lead Inflammatory Bowel Disease CNS, they will be expected to work autonomously and organise their workload appropriately to ensure letters and results are typed in a timely manner.
They will be responsible for ensuring that levels of stationery and patient information booklets are kept stocked appropriately.
To be financially aware and inform line manager if any high cost items are required
Communications and Working Relationships
The post-holder will be dealing with patients who may have sensitive highly emotive issues and will need to provide a professional caring attitude towards them ensuring confidentiality and swift referral to a trained member of the appropriate team.
To maintain a professional relationship with immediate and extended work colleagues within the team
Job description
Job responsibilities
Key Result Areas:
Undertake complex and sensitive communications in liaison with internal and external professionals, patients and their carers and other agencies as appropriate.
Diary Management
Helpline management
Prioritise correspondence, initiating appropriate action
Work as part of a team to ensure that all administrative functions for patients from the time of referral to the time of discharge are coordinated in line with specific care pathway instructions to facilitate the smooth running of the patients journey.
When patient has multiple specialist needs, assist the patient in co-ordinating their pathways to reduce multiple appointments across the Trust
To request new and follow up appointments as required
To update and maintain patient records ensuring accurate record keeping at all times.
To track appointments, investigations and results, exercising judgement to ensure that clinical attention is urgently drawn to histology and radiology results and updated in the electronic record.
Co-ordinate the preparation of prescriptions for patients as per the IBD Specialist Nurses instruction
To take responsibility for any patient records that are kept within the gastroenterology nursing offices.
To open and distribute post prioritising any urgent post and ensuring relevant documentation is attached in addition to acting promptly and appropriately to all email correspondence.
Knowledge, Skills and Experience
To have a good level of communication and be able to speak to both clinical staff and patients in a professional manner
To be competent in Excel and Word
To have high level working knowledge of the Trusts IT systems including Lorenzo, Evolve and ICE
To be compliant with Trusts mandatory training
To be empathetic with patients and relatives when dealing with sensitive issues
To have good organisational skills and be able to prioritise workload so tasks are completed in a timely manner
Measurable Result Areas
The post holder will be accountable to the Lead Inflammatory Bowel Disease CNS, they will be expected to work autonomously and organise their workload appropriately to ensure letters and results are typed in a timely manner.
They will be responsible for ensuring that levels of stationery and patient information booklets are kept stocked appropriately.
To be financially aware and inform line manager if any high cost items are required
Communications and Working Relationships
The post-holder will be dealing with patients who may have sensitive highly emotive issues and will need to provide a professional caring attitude towards them ensuring confidentiality and swift referral to a trained member of the appropriate team.
To maintain a professional relationship with immediate and extended work colleagues within the team
Person Specification
Qualifications
Essential
- Good command of the English language - both written and spoken. GCSE Level or equivalent standard.
- Typing or word processing qualification or minimum of one year's experience
- NVQ 3 Customer Service / Administration or equivalent experience
Desirable
- European Computer Driving License
Experience
Essential
- Experience of providing administrative support
- Experience of taking minutes at meetings, arranging meetings
- Experience of working in NHS environment
- Experience of collating information and presenting relevant documentation
Desirable
- Medical secretarial skills
Skills
Essential
- Advanced keyboard skills
- Demonstrate an ability to independently prioritise workload, manage time effectively
- Excellent written communication skills, including computer generated materials
- Understanding of the importance of confidentiality
- Knowledge and use of Outlook, Excel and Word
Desirable
- Knowledge of Patient Administrative System
- Knowledge of Medical terminology
Personal Qualities
Essential
- Display a flexible approach to work and the ability to cope with changes in environment and new technology
- Self-confident
- Professional manner
- Willing and able to work as part of a team
Other Job Requirements
Essential
- Flexible working hours will be required
- Able to work for prolonged periods on a VDU
Person Specification
Qualifications
Essential
- Good command of the English language - both written and spoken. GCSE Level or equivalent standard.
- Typing or word processing qualification or minimum of one year's experience
- NVQ 3 Customer Service / Administration or equivalent experience
Desirable
- European Computer Driving License
Experience
Essential
- Experience of providing administrative support
- Experience of taking minutes at meetings, arranging meetings
- Experience of working in NHS environment
- Experience of collating information and presenting relevant documentation
Desirable
- Medical secretarial skills
Skills
Essential
- Advanced keyboard skills
- Demonstrate an ability to independently prioritise workload, manage time effectively
- Excellent written communication skills, including computer generated materials
- Understanding of the importance of confidentiality
- Knowledge and use of Outlook, Excel and Word
Desirable
- Knowledge of Patient Administrative System
- Knowledge of Medical terminology
Personal Qualities
Essential
- Display a flexible approach to work and the ability to cope with changes in environment and new technology
- Self-confident
- Professional manner
- Willing and able to work as part of a team
Other Job Requirements
Essential
- Flexible working hours will be required
- Able to work for prolonged periods on a VDU
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).
