Job summary
A vacancy has arisen for a part time Administration Assistant to work within the busy Gastroenterology & Endoscopy department at Northampton General Hospital.
We are looking for an enthusiastic person to join the team. The successful candidate will have a flexible and positive attitude, a committed team player, able to work well under pressure, and have excellent customer services skill as this role involves being patient facing.
The post holder will be responsible for providing clerical/administrative support within our services, using IT systems to capture patient activity. They will work as part of the administration team and provide cross cover during periods of staff absence within their team and other teams within the division as and when required.
Main duties of the job
The main duties of the job will include but not limited to; booking outpatient appointment, communicating with patients via telephone, dealing with incoming and outgoing post, scanning and filing and liaising with other services and external companies to arrange services including transport.
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
Provide general administrative services as required by the department, cover both Gastroenterology and Endoscopy.
Support with the booking of Gastroenterology appointments and Endoscopy procedures.
Receive and sort daily post, date stamp and distribute as appropriate.
Photocopying, faxing and posting documentation.
Deal with telephone or face-to-face enquiries within agreed limits and take appropriate actions.
Support with management of outpatient waiting lists.
Update the relevant databases and patient information systems when required.
Prepare case note folders and complete necessary documentation for all new patients.
Liaise with other hospital departments, GPs and other health care agencies when required.
Provide cross-cover within team during absence.
Job description
Job responsibilities
Provide general administrative services as required by the department, cover both Gastroenterology and Endoscopy.
Support with the booking of Gastroenterology appointments and Endoscopy procedures.
Receive and sort daily post, date stamp and distribute as appropriate.
Photocopying, faxing and posting documentation.
Deal with telephone or face-to-face enquiries within agreed limits and take appropriate actions.
Support with management of outpatient waiting lists.
Update the relevant databases and patient information systems when required.
Prepare case note folders and complete necessary documentation for all new patients.
Liaise with other hospital departments, GPs and other health care agencies when required.
Provide cross-cover within team during absence.
Person Specification
Educations, Training and Qualifications
Essential
- Minimum of 3 GCSEs at grade 4 or above, including English or equivalent
Desirable
- NVQ Level 2 or equivalent experience
Knowledge and Experience
Essential
- Knowledge of office procedures
- Good IT skills
- Good written and verbal communication skills
- Courteous, tactful and efficient telephone manner
- Proficient in Microsoft packages; including Word and Outlook
- Experience of working in a bus office environment
- Planning and organisational skills
- Work well as a team
Desirable
- Experience of working in the NHS
- Experience of working with Patient Administration Systems
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
- Ability to help build effective working relationships at all levels of staff including consultants, junior medical staff, practitioners, nurses, technicians, managers and others as required
- Able to maintain confidentiality at all times
- Ability to sit and work at a desk/ VDU for long periods of time.
Key Competencies/Personal Qualities and Attributes
Essential
- Self-motivated
- Ability to work in a team
- Confident to establish and maintain good working relationships
- Must be able to understand the needs of the patients and deal with them with tact and sensitivity
Person Specification
Educations, Training and Qualifications
Essential
- Minimum of 3 GCSEs at grade 4 or above, including English or equivalent
Desirable
- NVQ Level 2 or equivalent experience
Knowledge and Experience
Essential
- Knowledge of office procedures
- Good IT skills
- Good written and verbal communication skills
- Courteous, tactful and efficient telephone manner
- Proficient in Microsoft packages; including Word and Outlook
- Experience of working in a bus office environment
- Planning and organisational skills
- Work well as a team
Desirable
- Experience of working in the NHS
- Experience of working with Patient Administration Systems
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
- Ability to help build effective working relationships at all levels of staff including consultants, junior medical staff, practitioners, nurses, technicians, managers and others as required
- Able to maintain confidentiality at all times
- Ability to sit and work at a desk/ VDU for long periods of time.
Key Competencies/Personal Qualities and Attributes
Essential
- Self-motivated
- Ability to work in a team
- Confident to establish and maintain good working relationships
- Must be able to understand the needs of the patients and deal with them with tact and sensitivity
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).
