Job summary
We require a friendly, hardworking, enthusiastic person to work within the Anaesthetics & Critical Care Directorate, as part of the Pain Management Clinic administration team.
You will support the administration service, your duties include provide a comprehensive, efficient, and confidential secretarial and administration support for the Pain Management Clinic & Pain Clinic Co-ordinators office. The post holder will work within throughout the Directorate supporting with the typing demands, under the supervision of the Administration Manager.
The Anaesthetics & Critical Care administration service runs between 07:30 - 18:00 Monday - Friday, with some occasional weekend service, the post holder will be flexible to support the needs and demands of the service. The core hours for this role are 08:00-17:00, Monday- Friday.
Provide effective input into the work of the Trust, to support the achievement of our vision and values
Main duties of the job
Provide a comprehensive clinical secretarial service to the Clinical Team to enable them to carry out their duties in an effective and efficient manner and ensure efficiency in patient care.
Take direction from the Administration Manager & existing clerical team to meet the admin demands.
Ensure all correspondence for the Clinical Teams, including clinical letters, discharge summaries, medico-legal reports and results, minutes of committee meetings etc. are typed and dispatched promptly. The majority of the correspondence will be digital dictation which is measure to a Trust turnaround target.
Deal with telephone and face to face enquiries from patients, relatives, carers and all staff groups providing information, directing and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
Deal with concerned patients / relatives with tact, patience and discretion, especially when conveying sensitive information.
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.
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
On receipt of test / investigation results, retrieve relevant patient notes and alert the Clinical Teams of any urgent test results ensuring that relevant action is taken.
Oversee the patient pathway and ensuring that all necessary appointments, including outpatients, clinics, waiting list etc. are arranged on time, ensure that clinics are utilised to capacity, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards.
Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up-to-date.
Demonstration and supervision of workplace activities to other members of the secretarial team as required maintaining a high standard of service to the Clinical Teams.
Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.
Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.
Maximise the use of innovative IT systems.
Job description
Job responsibilities
On receipt of test / investigation results, retrieve relevant patient notes and alert the Clinical Teams of any urgent test results ensuring that relevant action is taken.
Oversee the patient pathway and ensuring that all necessary appointments, including outpatients, clinics, waiting list etc. are arranged on time, ensure that clinics are utilised to capacity, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards.
Use the relevant Trust databases and patient administration systems and ensure that all data is correct and up-to-date.
Demonstration and supervision of workplace activities to other members of the secretarial team as required maintaining a high standard of service to the Clinical Teams.
Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.
Ensure confidentiality is maintained in all communications and that documents and other sensitive information are secure at all times.
Contribute to the development of the Directorate, maintain close cooperation and liaison with team members and support the efficient functioning of the Trust as a whole, as required.
Maximise the use of innovative IT systems.
Person Specification
Educations, Training and Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English of equivalent.
- RSA3, AMSPAR, BSMS Qualification.
Desirable
- NVQ3 or equivalent experience or qualifications.
Knowledge & Experience
Essential
- Very good written and verbal communication skills
- Courteous, tactful and efficient telephone manner
- Specialised functional and medical terms acquired through qualification or extensive experience
- Specialist knowledge related to the relevant medical or surgical specialty
- Knowledge or administrative and secretarial practice
- Proficient in Microsoft packages including Word and Outlook
- Experience of working in the NHS
- Experience of working in a busy office environment
- Experience of database systems
- Planning and organisational skills
- Advanced keyboard skills
- Analytical and judgement skills for problem solving
- Work well as part of a team
Desirable
- Digital transcription experience
- Knowledge of medical terminology
Skills
Essential
- Developed attention to detail and accuracy
- Organisational skills and the ability to work methodically and prioritise
- Ability to cope under pressure and meet deadlines
- Flexible approach
- Ability to help build effective working relationships at all levels with and outside the hospital
- Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required
- Able to maintain confidentiality at all times
Person Specification
Educations, Training and Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English of equivalent.
- RSA3, AMSPAR, BSMS Qualification.
Desirable
- NVQ3 or equivalent experience or qualifications.
Knowledge & Experience
Essential
- Very good written and verbal communication skills
- Courteous, tactful and efficient telephone manner
- Specialised functional and medical terms acquired through qualification or extensive experience
- Specialist knowledge related to the relevant medical or surgical specialty
- Knowledge or administrative and secretarial practice
- Proficient in Microsoft packages including Word and Outlook
- Experience of working in the NHS
- Experience of working in a busy office environment
- Experience of database systems
- Planning and organisational skills
- Advanced keyboard skills
- Analytical and judgement skills for problem solving
- Work well as part of a team
Desirable
- Digital transcription experience
- Knowledge of medical terminology
Skills
Essential
- Developed attention to detail and accuracy
- Organisational skills and the ability to work methodically and prioritise
- Ability to cope under pressure and meet deadlines
- Flexible approach
- Ability to help build effective working relationships at all levels with and outside the hospital
- Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required
- Able to maintain confidentiality at all times
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).
