Job summary
You will be working within a department, where you will be responsible for supporting the collation, production and distribution of the Site's Anaesthetic Rota ensuring all lists across the site has anaesthetic cover. You will be the point of contact for all Anaesthetists and theatres staff with regards to any queries and work in conjunction with the Anaesthetic Clinical Rota Co-ordinator around short notice changes and cover requirements.
You will also be expected to support the secretarial/administrative team with relevant duties including typing of minutes, setting up meetings and bookings of rooms, coordinating waiting list activity and general admin tasks. You will be expected to work to timescales as agreed as part of local and national standards and be flexible to change within the workplace. You will need an excellent telephone manner and be prepared to deal with sensitive and potentially difficult / stressful situations in a calm and sensitive manner.
Main duties of the job
We are looking for an organised, reliable and efficient administrator to join our team. The post holder will be responsible for delivering a comprehensive administration service to the anaesthetics team. The successful candidate will be responsible for coordinating the smooth running of anaesthetic services provided across the trust. He/she will be required to exercise his / her own initiative to a significant level without direct supervision although this is readily available.
You will be required to work closely with the Anaesthetists, Bank partners and Perioperative team, so will need to be an excellent communicator with good organisational skills to work to strict deadlines. A high level of professionalism is essential and a courteous and polite approach to our client group is expected at all times.
About us
Barts Health is one of the largest NHS trusts in the country, and one of Britain's leading healthcare providers.
The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.
Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.
We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment.
Job description
Job responsibilities
- Take on general office administration such as answering calls, filing of forms, taking minutes for meetings or EGAD days and dealing with queries across more than one operational site
- To provide a comprehensive medical and general secretarial service to the Anaesthetic department and coordinate the Anaesthetic rota and all duties that come with this such as waiver completion, allocating shifts via Bank Partners systems, management of Health Roster, etc
- Support with the management of CLW and ensure that information between the two systems is accurate. This could be such things as daily shifts, annual leave, study leave an
- Carry out routine and non-routine activities using problem solving skills
- Organise own tasks and prioritise work load as well as planning; schedules, clinics, meetings and managing diaries
- Support Medical and Perioperative team with booking temporary and agency staff when required.
- To work flexibly to provide administrative support such as reception duties, filing and scanning.
Job description
Job responsibilities
- Take on general office administration such as answering calls, filing of forms, taking minutes for meetings or EGAD days and dealing with queries across more than one operational site
- To provide a comprehensive medical and general secretarial service to the Anaesthetic department and coordinate the Anaesthetic rota and all duties that come with this such as waiver completion, allocating shifts via Bank Partners systems, management of Health Roster, etc
- Support with the management of CLW and ensure that information between the two systems is accurate. This could be such things as daily shifts, annual leave, study leave an
- Carry out routine and non-routine activities using problem solving skills
- Organise own tasks and prioritise work load as well as planning; schedules, clinics, meetings and managing diaries
- Support Medical and Perioperative team with booking temporary and agency staff when required.
- To work flexibly to provide administrative support such as reception duties, filing and scanning.
Person Specification
Experience
Essential
- Minimum 2 year of experience in an admin role.
- Previous experience of working in the NHS Significant use of computer systems.
- Experience of dealing with public both face to face and on the phone.
- Experience of working with population from diverse ethnic background.
- Previous experience of using Microsoft Office Applications (i.e. Word, Excel and Outlook).
- Previous experience in minute taking
Skills
Essential
- Excellent written and spoken English.
- The ability to pay close attention to detail in written and electronic communication and information storage
- Accurate typing (minimum of 60 w.p.m)-Touch typing, shorthand, sound IT skills including email, databases, PAS, pathology, x-ray & local department systems etc
- The ability to work as part of a multi-disciplinary team to ensure high quality secretarial and administrative support
- Utilise personal problem solving skills to assist patients, carers and staff
- Able to organise, prioritise and adjust own workload in relation to the priorities of the department over timescales in excess of 1 week
- Ability to retrieve and analyse data for purposes of audit
- Demonstrates personal duty of care in relation to the safe use of equipment and other resources
- Maintains the quality in own work and encourages others to do
- Ability to share knowledge and skills with other team members
Knowledge
Essential
- Knowledge of use of database like CERNER or similar system Medical terminology
Education/Qualifications
Essential
- GCSE or equivalent in English and Maths.
OTHER
Essential
- Self-motivated, confident, well organised and enthusiastic
- Able to use their own initiative, yet be able to work well within a team
- Demonstrate understanding of patient care and communication
- Demonstrate understanding and compassion towards distressed patients/relatives.
- Ability to apply the Trust's values at all times Filling systems
Person Specification
Experience
Essential
- Minimum 2 year of experience in an admin role.
- Previous experience of working in the NHS Significant use of computer systems.
- Experience of dealing with public both face to face and on the phone.
- Experience of working with population from diverse ethnic background.
- Previous experience of using Microsoft Office Applications (i.e. Word, Excel and Outlook).
- Previous experience in minute taking
Skills
Essential
- Excellent written and spoken English.
- The ability to pay close attention to detail in written and electronic communication and information storage
- Accurate typing (minimum of 60 w.p.m)-Touch typing, shorthand, sound IT skills including email, databases, PAS, pathology, x-ray & local department systems etc
- The ability to work as part of a multi-disciplinary team to ensure high quality secretarial and administrative support
- Utilise personal problem solving skills to assist patients, carers and staff
- Able to organise, prioritise and adjust own workload in relation to the priorities of the department over timescales in excess of 1 week
- Ability to retrieve and analyse data for purposes of audit
- Demonstrates personal duty of care in relation to the safe use of equipment and other resources
- Maintains the quality in own work and encourages others to do
- Ability to share knowledge and skills with other team members
Knowledge
Essential
- Knowledge of use of database like CERNER or similar system Medical terminology
Education/Qualifications
Essential
- GCSE or equivalent in English and Maths.
OTHER
Essential
- Self-motivated, confident, well organised and enthusiastic
- Able to use their own initiative, yet be able to work well within a team
- Demonstrate understanding of patient care and communication
- Demonstrate understanding and compassion towards distressed patients/relatives.
- Ability to apply the Trust's values at all times Filling 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.
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).
