Job summary
This is an exciting opportunity for a Band 3 Secretary to cover maternity leave for a year. You will be part of a small and supportive admin team within the Northern Medical Physics and Clinical Engineering directorate. You'll be based at the Royal Victoria Infirmary, working alongside our Clinical Scientists to ensure the visual function clinics at the Royal Victoria Infirmary and Sunderland Eye Infirmary run smoothly. You'll also support the wider directorate admin team when needed and cross-cover colleagues during absences.
The successful candidate will be able to work independently and demonstrate excellent communication skills, flexibility, reliability, have an organised approach to work and attention to detail. The role is 22.5 hours per week and we can be flexible with how those hours are worked, however, mornings are the busiest periods.
- Interview Date; 18 March 2024
- 22 Hours 30 Minutes/Week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
Main duties of the job
The role plays an important part in the administration of patient services within the department working alongside our clinical scientists, specialist nurses and technologists. You will act as a first point of contact answering telephone queries and managing the department email inbox. You will deal with patient referrals, scheduling clinic appointments, handling telephone queries from patients, GPs, consultants and other stakeholders. You'll be aware and mindful of data protection and confidentiality policy requirements, particularly while supporting any research projects.
Ideally you will have experience in using e-record, patient referrals and maintaining stock levels, although training will be provided where needed.
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 2 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
- Providing an efficient secretarial and administrative service to the Departments Senior Management Team, Consultant Clinical Scientists and other senior staff.
- Playing an important role in the administration of patient services provided at the Unit.
- Dealing with patients, their relatives/carers, and other visitors to the Department in a professional and caring manner at all times.
- Liaising effectively with a wide range of staff from other departments, wards and other hospitals.
- Providing support to the Head of Department in the absence of the PA (Section 4).
- Providing support for business processes including HR (e.g. sickness, appraisals, and annual leave), finance (e.g. notifications of debt), governance (e.g. notes and minutes for team meetings) and operational matters.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Job description
Job responsibilities
- Providing an efficient secretarial and administrative service to the Departments Senior Management Team, Consultant Clinical Scientists and other senior staff.
- Playing an important role in the administration of patient services provided at the Unit.
- Dealing with patients, their relatives/carers, and other visitors to the Department in a professional and caring manner at all times.
- Liaising effectively with a wide range of staff from other departments, wards and other hospitals.
- Providing support to the Head of Department in the absence of the PA (Section 4).
- Providing support for business processes including HR (e.g. sickness, appraisals, and annual leave), finance (e.g. notifications of debt), governance (e.g. notes and minutes for team meetings) and operational matters.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Person Specification
Qualifications & Education
Essential
- Recognised qualification in typing (RSA3) or an equivalent level of knowledge acquired through experience
Knowledge & Experience
Essential
- Good working knowledge of Trust policies and procedures, including Information Governance
- Experience of working within a Quality Management System, including following SOPs and knowledge of the process for requesting changes to agreed practice
- Good working knowledge of medical terminology
- Must have a good working knowledge of all software programs relating to the post for example: Word processing packages, Spreadsheets, Microsoft Outlook, Internet Explorer
Desirable
- Secretarial/administrative experience in a large organisation
- Previous NHS experience
Skills & Abilities
Essential
- Good working knowledge of a range of skills required for the post. This includes: o Advanced keyboard skills, (must be fast and accurate for the production of clinical reports, technical reports, letters, spreadsheets, memos and emails). o Data entry and retrieval, using the department's in-house patient administration systems. This includes entering new patients, entering and retrieving patient test results for despatch to Consultant and relevant departments. o Retrieving statistics with regard to patient numbers and all relevant information such as consultants, hospitals, private patients, category II patients, radioisotope waste disposal, and numbers of specific tests. o Filing, photocopying, email. o Process incoming and outgoing mail. o Travel and room bookings. o Electronic diary management. o Accurate record keeping.
- Good organisational skills.
Person Specification
Qualifications & Education
Essential
- Recognised qualification in typing (RSA3) or an equivalent level of knowledge acquired through experience
Knowledge & Experience
Essential
- Good working knowledge of Trust policies and procedures, including Information Governance
- Experience of working within a Quality Management System, including following SOPs and knowledge of the process for requesting changes to agreed practice
- Good working knowledge of medical terminology
- Must have a good working knowledge of all software programs relating to the post for example: Word processing packages, Spreadsheets, Microsoft Outlook, Internet Explorer
Desirable
- Secretarial/administrative experience in a large organisation
- Previous NHS experience
Skills & Abilities
Essential
- Good working knowledge of a range of skills required for the post. This includes: o Advanced keyboard skills, (must be fast and accurate for the production of clinical reports, technical reports, letters, spreadsheets, memos and emails). o Data entry and retrieval, using the department's in-house patient administration systems. This includes entering new patients, entering and retrieving patient test results for despatch to Consultant and relevant departments. o Retrieving statistics with regard to patient numbers and all relevant information such as consultants, hospitals, private patients, category II patients, radioisotope waste disposal, and numbers of specific tests. o Filing, photocopying, email. o Process incoming and outgoing mail. o Travel and room bookings. o Electronic diary management. o Accurate record keeping.
- Good organisational skills.
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).
