Job summary
Audio Typist/Admin Assistant - Band 2 Paediatrics & Neonatal (18 hours a week)
We are seeking to appoint an efficient and enthusiastic Audio-typist/ Administrative Assistant to join our friendly team within Acute Paediatric Services at Gloucestershire Royal Hospital.
This role entails a substantial amount of audio typing, organisation, and collaboration with other team members, as well as performing administrative duties as instructed by the Secretary Supervisor/ Secretaries. The position demands a dedicated work approach with meticulous attention to detail.
The post-holder will be expected to work as part of an Administrative Team and will report to the Administration Lead.
Please note: You may be required to work flexibly across both Acute and Community Paediatrics, depending on service demand.
Additional working pattern details: Days to be discussed during the interview
Main duties of the job
Under the direction of the Admin Team Lead, you will provide general administrative support to both the Lead and the team of speciality secretaries. Duties include the collection and delivery of notes, incoming and outgoing post and general office administrative duties, including responding to queries from internal and external sources and the audio transcription of documents. The post holder will be required to work as part of a team and have a flexible attitude to work and provide cross cover during periods of staff absence.
You will need to be able to demonstrate
- Good written and verbal communication skills with a good command of English, punctuation and grammar
- Experience in Microsoft Office packages
- IT capable to ensure proficient use of hospital computer systems
- Proficient and accurate Audio typing skills
- An excellent, professional telephone manner
- Proven organisational skills with the ability to prioritise workload and to work to deadlines
- Ability to work flexibly within a team
- Ability to work quickly and accurately
- Ability to use own judgement and initiative as appropriate
About us
We take pride in placing people at the centre of everything we do, working together as a united team. Driven by a shared ambition to continually grow, develop, and learn, we recognise and value every contribution. By combining our experience and skills, we not only support our vibrant, diverse communities, but also support one another.
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Job description
Job responsibilities
- Undertaking typing tasks as requested by the secretary supervisor or secretaries.
- Filing clinic letters and reports into patient medical notes within the department (or this may be required to be done directly at Health Records in Gloucester or Cheltenham).
- Managing the mail for the unit by opening and sorting incoming post, stuffing envelopes and sending out correspondence both internally and externally
- Request and return notes on behalf of the department, including using the electronic tracer system
- Taking/collecting urgent notes or requests to relevant departments in order to minimise delays
- Clerical tasks as required i.e. faxing, photocopying, filing, answering the telephone, etc to support team members.
- Comprehensive use of in-house patient administration system to check information on patients, outpatient appointments and results etc.
- Responsible for chasing queries where patient contact details are incorrect
- Undertaking collation tasks when required, such as photocopying and distributing meeting paperwork, making up clinical packs, etc
- Undertake work when requested by the line manager or secretaries as well as prioritising workload appropriately
- Communicate inter-departmentally with all levels of staff, MDT functions, GPs, patients and their relatives.
- On the request from the lead coordinator you may be required to cover colleagues during absences/annual/sick leave etc. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
- Undertake any other appropriate duties, commensurate with the role as required at the request of your line manager.
- Movement of medical notes on a daily basis (Manual Handling Training Provided). This can range from one set of notes to bags weighing up to 15kg
Job description
Job responsibilities
- Undertaking typing tasks as requested by the secretary supervisor or secretaries.
- Filing clinic letters and reports into patient medical notes within the department (or this may be required to be done directly at Health Records in Gloucester or Cheltenham).
- Managing the mail for the unit by opening and sorting incoming post, stuffing envelopes and sending out correspondence both internally and externally
- Request and return notes on behalf of the department, including using the electronic tracer system
- Taking/collecting urgent notes or requests to relevant departments in order to minimise delays
- Clerical tasks as required i.e. faxing, photocopying, filing, answering the telephone, etc to support team members.
- Comprehensive use of in-house patient administration system to check information on patients, outpatient appointments and results etc.
- Responsible for chasing queries where patient contact details are incorrect
- Undertaking collation tasks when required, such as photocopying and distributing meeting paperwork, making up clinical packs, etc
- Undertake work when requested by the line manager or secretaries as well as prioritising workload appropriately
- Communicate inter-departmentally with all levels of staff, MDT functions, GPs, patients and their relatives.
- On the request from the lead coordinator you may be required to cover colleagues during absences/annual/sick leave etc. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
- Undertake any other appropriate duties, commensurate with the role as required at the request of your line manager.
- Movement of medical notes on a daily basis (Manual Handling Training Provided). This can range from one set of notes to bags weighing up to 15kg
Person Specification
Qualifications
Essential
- GCSE English and Maths at Grade C/4 or above, or equivalent
- Experience in Microsoft Packages like MS Word, Excel and Outlook
Experience
Essential
- Previous experience working in a busy office
- Accurate audio typing
Desirable
- Knowledge of NHS systems TRAK/PAS/PACS/Infoflex
- Previous experience in a hospital setting
Knowledge / Skills
Essential
- Computer literacy
- Good communication and interpersonal skills with a good command and understanding of English, punctuation and grammar
- Ability to work flexibly within a team and work under instruction
- Ability to work quickly and accurately
Desirable
- Medical terminology knowledge
- Knowledge and awareness of health and safety issues, risk management and data protection act
Person Specification
Qualifications
Essential
- GCSE English and Maths at Grade C/4 or above, or equivalent
- Experience in Microsoft Packages like MS Word, Excel and Outlook
Experience
Essential
- Previous experience working in a busy office
- Accurate audio typing
Desirable
- Knowledge of NHS systems TRAK/PAS/PACS/Infoflex
- Previous experience in a hospital setting
Knowledge / Skills
Essential
- Computer literacy
- Good communication and interpersonal skills with a good command and understanding of English, punctuation and grammar
- Ability to work flexibly within a team and work under instruction
- Ability to work quickly and accurately
Desirable
- Medical terminology knowledge
- Knowledge and awareness of health and safety issues, risk management and data protection act
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.
