Job summary
ADMINISTRATIVE ASSISTANT - BAND 3 - 16 hours per week (Negotiable days/hours)
An exciting opportunity has arisen for a flexible, enthusiastic and motivated individual to join our Breast Screening & Diagnostic Imaging Unit, to provide clerical and administrative support.
We are a small, friendly, busy unit dedicated to delivering a high quality; effective and efficient service.
Eligible Women are invited to call the department to make their appointment for a breast screening mammogram. As such, part of the role will be answering a significant amount of telephone calls. Therefore excellent communication skills are required along with a courteous, helpful and professional telephone manner is essential.
The role also involves, covering reception, prepping clinics and dealing with queries as they arise.
There are many IT systems that support the Breast Screening Unit therefore it is essential that you are a confident and competent computer user.
This is an important clerical position requiring a willingness to be adaptable and accurate, together with the ability to prioritise and plan your own workload effectively and efficiently, supported by the Deputy Office Manager.
If you rise to the challenge of a fast-changing pace, along with competing priorities, then this could be the role for you.
Main duties of the job
To work as part of a clerical team to support the Breast Screening Unit.
To provide an efficient administrative and day to day support service to the Department. Duties will include booking appointments on the telephone, producing correspondence and documents, assisting with different enquiries, dealing with patients' records, prepping clinics and diary management.
The role also requires the post holder to work on the reception of the BSU and other general office administration duties.
The post holder will be required to work as part of the administration team and provide cross cover during periods of staff absence within their existing team and other teams within the Directorate as and when required.
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
To produce relevant correspondence and material as required for appointments and queries within the BSU.
To deal with enquiries either by telephone, email, personal contact orcorrespondence, within agreed limits and take appropriate action, ie ensureappropriate documentation is available.
Assist in the effective management of patient pathways and ensuring that all necessary appointments, including booking outpatients, clinics, waiting list etc. are arranged on time, diagnostics and tests are processed as required and that patients receive timely treatment thus meeting the Trust and national standards when required.
Prepare clinics or lists to ensure effective time management and utilisation.
Ensuring the relevant databases and patient information systems areup to date.
Provide general administrative services including photocopying, filing, emails and other office routines.
Ensure all correspondence and documentation is filed promptly and cross reference whenever necessary.
Ensure patients notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed/scanned in as per the BSU processes.
Prepare clinics and complete necessary documentation for all newpatients.
Prepare and collage statistical information as required and input onto adatabase if appropriate, in conjunction with Trust requirements.
Ensure that relevant health records are available to medical staff when required and anticipate demand wherever possible.
Receive and sort daily post and distribute as appropriate.
Assist the process of patient tracking, including booking all necessaryappointments, chasing results, assist with waiting lists appointments and ensuring that patients receive timely treatment.
Liaise with other Hospital Departments, GPs, and other health care agencies when required.
Assist and help colleagues when the need arises.
Provide cross cover within team during absence and implement relevant weekly rota.
Attend and participate in meetings as requested, and where needed take minutes.
Job description
Job responsibilities
To produce relevant correspondence and material as required for appointments and queries within the BSU.
To deal with enquiries either by telephone, email, personal contact orcorrespondence, within agreed limits and take appropriate action, ie ensureappropriate documentation is available.
Assist in the effective management of patient pathways and ensuring that all necessary appointments, including booking outpatients, clinics, waiting list etc. are arranged on time, diagnostics and tests are processed as required and that patients receive timely treatment thus meeting the Trust and national standards when required.
Prepare clinics or lists to ensure effective time management and utilisation.
Ensuring the relevant databases and patient information systems areup to date.
Provide general administrative services including photocopying, filing, emails and other office routines.
Ensure all correspondence and documentation is filed promptly and cross reference whenever necessary.
Ensure patients notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed/scanned in as per the BSU processes.
Prepare clinics and complete necessary documentation for all newpatients.
Prepare and collage statistical information as required and input onto adatabase if appropriate, in conjunction with Trust requirements.
Ensure that relevant health records are available to medical staff when required and anticipate demand wherever possible.
Receive and sort daily post and distribute as appropriate.
Assist the process of patient tracking, including booking all necessaryappointments, chasing results, assist with waiting lists appointments and ensuring that patients receive timely treatment.
Liaise with other Hospital Departments, GPs, and other health care agencies when required.
Assist and help colleagues when the need arises.
Provide cross cover within team during absence and implement relevant weekly rota.
Attend and participate in meetings as requested, and where needed take minutes.
Person Specification
Education
Essential
- Proven good all round education to GSCE level or equivalent
- Knowledge across a range of computer packages to NVQ level 2 or equivalent
- Good typing skills
Knowledge & Experience
Essential
- General office practice/administration duties
- Diary and e-mail management
- Customer service
- Understanding of confidentiality
- Reception duties
- Computer skills (eg word, excel)
- Telephone
- Knowledge of computer packages/systems
Desirable
- Knowledge of medical terminology
- Knowledge of the Breast Screening Service
- Experience of working in an environment with changing demands and priorities
skills
Essential
- Excellent planning/organising/prioritising
- Good communication and interpersonal skills
- Accuracy and attention to detail
- Information Technology - computer packages/use of a computer
- Able to maintain confidential at all times
Desirable
Key Competencies/Personal Qualities and Attributes
Essential
- Innovative
- Flexible
- Team player
- Methodical
- Motivated
Effort/environment
Essential
- Face to face contact with clients/patients
- Telephone queries from clients/patients/relatives
- Movement of film packets
- Use of VDU requiring accurate data input
- Will be required to concentrate effectively
- Ability to work with frequent interruptions
- Ability to work under pressure
Person Specification
Education
Essential
- Proven good all round education to GSCE level or equivalent
- Knowledge across a range of computer packages to NVQ level 2 or equivalent
- Good typing skills
Knowledge & Experience
Essential
- General office practice/administration duties
- Diary and e-mail management
- Customer service
- Understanding of confidentiality
- Reception duties
- Computer skills (eg word, excel)
- Telephone
- Knowledge of computer packages/systems
Desirable
- Knowledge of medical terminology
- Knowledge of the Breast Screening Service
- Experience of working in an environment with changing demands and priorities
skills
Essential
- Excellent planning/organising/prioritising
- Good communication and interpersonal skills
- Accuracy and attention to detail
- Information Technology - computer packages/use of a computer
- Able to maintain confidential at all times
Desirable
Key Competencies/Personal Qualities and Attributes
Essential
- Innovative
- Flexible
- Team player
- Methodical
- Motivated
Effort/environment
Essential
- Face to face contact with clients/patients
- Telephone queries from clients/patients/relatives
- Movement of film packets
- Use of VDU requiring accurate data input
- Will be required to concentrate effectively
- Ability to work with frequent interruptions
- Ability to work under pressure
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).
