Job summary
Neurophysiology Department
ADMINISTRATIVE ASSISTANT - BAND 3 - 20 hours per week (5 days) Monday to Friday (08:00 to 12:00)
An exciting opportunity has arisen for a flexible, enthusiastic and motivated individual to join our Neurophysiology department, to provide clerical and administrative support.
We are a small, friendly, busy department dedicated to delivering a high quality; effective and efficient service.
Part of the role involves typing and uploading reports, covering reception, booking appointments and dealing with patient enquiries as they arise, therefore excellent communication skills are required along with a courteous, helpful and professional telephone manner is essential.
There are many IT systems that support the Neurophysiology department 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.
Main duties of the job
Part of the role involves typing and uploading reports, covering reception, booking appointments and dealing with patient enquiries as they arise, therefore excellent communication skills are required along with a courteous, helpful and professional telephone manner is essential.
There are many IT systems that support the Neurophysiology department 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.
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered 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.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ plus 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 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 Northampton and Kettering General Hospitals.
Job description
Job responsibilities
To provide reception cover to welcome patients and visitors and record attendances as per local guidelines.
Assist with the effective management of patient pathway to ensure that patients receive timely treatment thus meeting the Trust and national standards when required.
Assist in sorting daily post, date stamp and distribute as appropriate.
Assist and help colleagues when the need arises.
Provide cross-cover within team during absence and follow relevant organisational policy on attendance management, staff appraisal, etc.
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. This support should be provided during the core hours of 8:30am and 4:30pm and should be aligned to the Direct Clinical Care time of the Clinical Team for whom they support
Job description
Job responsibilities
To provide reception cover to welcome patients and visitors and record attendances as per local guidelines.
Assist with the effective management of patient pathway to ensure that patients receive timely treatment thus meeting the Trust and national standards when required.
Assist in sorting daily post, date stamp and distribute as appropriate.
Assist and help colleagues when the need arises.
Provide cross-cover within team during absence and follow relevant organisational policy on attendance management, staff appraisal, etc.
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. This support should be provided during the core hours of 8:30am and 4:30pm and should be aligned to the Direct Clinical Care time of the Clinical Team for whom they support
Person Specification
Skills & Abilities
Essential
- Excellent written and verbal communication skills
- Excellent attention to detail and accuracy
- Excellent telephone manner
- Organisation skills
- Ability to maintain confidentiality at all times
- Ability to communicate with all levels of hospital staff.
- Ability to sit and work at a desk / VDU for long periods of time with word processing and data input for a substantial proportion of working time.
- Ability to concentrate when transcribing dictations or typing complex medical documents with frequent interruptions.
- Ability to cope with occasional distressing situations and typing letters of a distressing nature.
Knowledge & Experience
Essential
- Experience in typing of correspondence with good audio and copy typing skills
- Extensive experience in computer packages such as Microsoft Word and Outlook with good keyboard skills
- Knowledge and experience of a range of secretarial and administrative procedures
- Experience of working in a busy office environment
- Experience of database systems
Desirable
- Knowledge of medical terminology
- Experience as a medical secretary
- Experience of working with Patient Administration Systems
Education & Training
Essential
- Minimum 3 GCSE at Grade C or above including English, or equivalent
Desirable
Personal Qualities
Essential
- Self motivated and able to use own initiative
- Works well as part of a team
- Confident to establish and maintain good working relationships at all levels
- Must be able to understand the needs of patients and deal with them with tact, sensitivity and empathy
Person Specification
Skills & Abilities
Essential
- Excellent written and verbal communication skills
- Excellent attention to detail and accuracy
- Excellent telephone manner
- Organisation skills
- Ability to maintain confidentiality at all times
- Ability to communicate with all levels of hospital staff.
- Ability to sit and work at a desk / VDU for long periods of time with word processing and data input for a substantial proportion of working time.
- Ability to concentrate when transcribing dictations or typing complex medical documents with frequent interruptions.
- Ability to cope with occasional distressing situations and typing letters of a distressing nature.
Knowledge & Experience
Essential
- Experience in typing of correspondence with good audio and copy typing skills
- Extensive experience in computer packages such as Microsoft Word and Outlook with good keyboard skills
- Knowledge and experience of a range of secretarial and administrative procedures
- Experience of working in a busy office environment
- Experience of database systems
Desirable
- Knowledge of medical terminology
- Experience as a medical secretary
- Experience of working with Patient Administration Systems
Education & Training
Essential
- Minimum 3 GCSE at Grade C or above including English, or equivalent
Desirable
Personal Qualities
Essential
- Self motivated and able to use own initiative
- Works well as part of a team
- Confident to establish and maintain good working relationships at all levels
- Must be able to understand the needs of patients and deal with them with tact, sensitivity and empathy
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).
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