Job summary
Provide comprehensive, efficient administrative support for the whole sexual health and HIV service multidisciplinary team (MDT).
Work independently, producing work of a consistently high standard. Be able to prioritise/re-prioritise own workload in order to meet set deadlines. Remain calm under pressure/when faced with challenging behaviours or situations.
Be specifically responsible for administrative support related to the provision of HIV care/deal with calls to the HIV Medication telephone line etc. (Training provided).
Work flexibly and in close liaison with the other Admin Team members, to ensure that key departmental administrative tasks are coordinated and robustly covered in times of colleagues' absence ie taking over mandatory reporting or Health Advisor support when required. (Training provided).
Provide an efficient, empathetic and high level of customer service to clients and colleagues, in person, over the telephone, via email and other social media.
Demonstrate a flexible approach to days/hours worked and actively participate in changes to planned rota to ensure that service has appropriate Reception cover for all clinics.
Work effectively as part of the wider Multidisciplinary Team and support the Clinical/Deputy Operations Lead in achieving the service, Directorate and Trust's aims and objectives.
Main duties of the job
MAIN DUTIES AND RESPONSIBILITIES:
Provide welcoming, efficient focal point of communication for all medical, professional and allied medical staff, within the Trust, with external organisations and with LSH clients.
Use judgement, empathy and tact to determine and facilitate a successful outcome when managing verbal and written communications.
Work independently and manage own workload effectively.
Collaborate effectively with wider MDT to achieve departmental goals.
Ensure that all administrative processes are up to date, fully functional and correctly followed.
Be highly proficient in use of INFORM Health Electronic Patient (EPR) and Chlamydia Screening and Preventx Software (training provided).
Be proficient using different IT software ie Word, Excel, Outlook and standard database creation/data entry.
Provide specific administrative support for HIV client care/manage the HIV medication queries telephone (training given)
Shared responsibility for LSH website/social media content and updates
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Job description
Job responsibilities
Provide comprehensive, efficient administrative support for the whole sexual health and HIV service multidisciplinary team (MDT).
Work independently, producing work of a consistently high standard. Be able to prioritise/re-prioritise own workload in order to meet set deadlines. Remain calm under pressure/when faced with challenging behaviours or situations.
Be specifically responsible for administrative support related to the provision of HIV care/deal with calls to the HIV Medication telephone line etc. (Training provided).
Work flexibly and in close liaison with the other Admin Team members, to ensure that key departmental administrative tasks are coordinated and robustly covered in times of colleagues' absence ie taking over mandatory reporting or Health Advisor support when required. (Training provided).
Provide an efficient, empathetic and high level of customer service to clients and colleagues, in person, over the telephone, via email and other social media.
Demonstrate a flexible approach to days/hours worked and actively participate in changes to planned rota to ensure that service has appropriate Reception cover for all clinics.
Work effectively as part of the wider Multidisciplinary Team and support the Clinical/Deputy Operations Lead in achieving the service, Directorate and Trusts aims and objectives.
MAIN DUTIES AND RESPONSIBILITIES:
- Provide welcoming, efficient focal point of communication for all medical, professional and allied medical staff, within the Trust, with external organisations and with LSH clients.
- Use judgement, empathy and tact to determine and facilitate a successful outcome when managing verbal and written communications.
- Work independently and manage own workload effectively.
- Collaborate effectively with wider MDT to achieve departmental goals.
- Ensure that all administrative processes are up to date, fully functional and correctly followed.
- Be highly proficient in use of Lilie Electronic Patient (EPR) and Chlamydia Screening and Preventx Software (training provided).
- Be proficient using different IT software ie Word, Excel, Outlook and standard database creation/data entry.
- Provide specific administrative support for HIV client care/manage the HIV medication queries telephone (training given)
- Shared responsibility for LSH website/social media content and updates.
- When required and working within defined boundaries, directly communicate positive/negative results information to designated clients and facilitate treatment.
- When needed, identify/resolve/escalate actionable results queries, liaising effectively with Microbiology & Pathology Lab staff.
- Shared responsibility for accurate/timely entry of staff hours/leave on Healthroster system (training provided).
- Order/authorise resources and services using Insight procurement system (training provided).
- Hold Supervisor rights for trouble-shooting, report writing and management of clinic sessions (training given).
- Type medical letters/reports with accuracy and within agreed timelines.
- Support all MDT staff to create presentations, reports etc.as required.
- Organise regular and ad-hoc service meetings, recording minutes and action logs.
- Liaise closely with other Admin staff to ensure tasks are robustly coordinated and covered in colleagues absence ie mandatory reports are collated/submitted etc.
- Demonstrate a committed, proactive approach to own appraisal and Personal Development Plan.
- Be a positive role model.
Job description
Job responsibilities
Provide comprehensive, efficient administrative support for the whole sexual health and HIV service multidisciplinary team (MDT).
Work independently, producing work of a consistently high standard. Be able to prioritise/re-prioritise own workload in order to meet set deadlines. Remain calm under pressure/when faced with challenging behaviours or situations.
Be specifically responsible for administrative support related to the provision of HIV care/deal with calls to the HIV Medication telephone line etc. (Training provided).
Work flexibly and in close liaison with the other Admin Team members, to ensure that key departmental administrative tasks are coordinated and robustly covered in times of colleagues' absence ie taking over mandatory reporting or Health Advisor support when required. (Training provided).
Provide an efficient, empathetic and high level of customer service to clients and colleagues, in person, over the telephone, via email and other social media.
Demonstrate a flexible approach to days/hours worked and actively participate in changes to planned rota to ensure that service has appropriate Reception cover for all clinics.
Work effectively as part of the wider Multidisciplinary Team and support the Clinical/Deputy Operations Lead in achieving the service, Directorate and Trusts aims and objectives.
MAIN DUTIES AND RESPONSIBILITIES:
- Provide welcoming, efficient focal point of communication for all medical, professional and allied medical staff, within the Trust, with external organisations and with LSH clients.
- Use judgement, empathy and tact to determine and facilitate a successful outcome when managing verbal and written communications.
- Work independently and manage own workload effectively.
- Collaborate effectively with wider MDT to achieve departmental goals.
- Ensure that all administrative processes are up to date, fully functional and correctly followed.
- Be highly proficient in use of Lilie Electronic Patient (EPR) and Chlamydia Screening and Preventx Software (training provided).
- Be proficient using different IT software ie Word, Excel, Outlook and standard database creation/data entry.
- Provide specific administrative support for HIV client care/manage the HIV medication queries telephone (training given)
- Shared responsibility for LSH website/social media content and updates.
- When required and working within defined boundaries, directly communicate positive/negative results information to designated clients and facilitate treatment.
- When needed, identify/resolve/escalate actionable results queries, liaising effectively with Microbiology & Pathology Lab staff.
- Shared responsibility for accurate/timely entry of staff hours/leave on Healthroster system (training provided).
- Order/authorise resources and services using Insight procurement system (training provided).
- Hold Supervisor rights for trouble-shooting, report writing and management of clinic sessions (training given).
- Type medical letters/reports with accuracy and within agreed timelines.
- Support all MDT staff to create presentations, reports etc.as required.
- Organise regular and ad-hoc service meetings, recording minutes and action logs.
- Liaise closely with other Admin staff to ensure tasks are robustly coordinated and covered in colleagues absence ie mandatory reports are collated/submitted etc.
- Demonstrate a committed, proactive approach to own appraisal and Personal Development Plan.
- Be a positive role model.
Person Specification
Qualifications
Essential
- AMSPAR Level 3 or equivalent relevant experience
- RSA 3 Typing or equivalent level of competency
- Minimum 3 GCSE at Grade C or above, including English.
Experience
Essential
- Proven administrative or secretarial experience.
Desirable
- Previous experience: -in a healthcare administrative environment -as a medical secretary -of using INFORM Health software
Knowledge
Essential
- Awareness/understanding of: NHS Sexual Health & HIV Standards of Care.
- Child & Adult Sexual Exploitation.
- Service improvement.
- Health & Safety issues.
- Data Protection.
- Clinical Governance/Audit.
- Understanding of the need for confidential practice at all times.
Communcation Skills
Essential
- Excellent customer service/ interpersonal skills.
- Excellent verbal, non-verbal and written communication skills across a range of media.
- Able to effectively prioritise/reprioritise.
- High level of attention to detail and accuracy.
- Proficient user: INFORM Health EPR, Healthroster, Insight and Chlamydia Screening packages (training provided
- Proficient using Word, Excel, Powerpoint, Outlook
- Able to work to deadlines.
- Able to respect professional boundaries/competencies.
Personal Characteristics
Essential
- Strong interest in Sexual Health/HIV.
- Non-judgemental, mature attitude.
- Welcoming, caring attitude.
- Empathetic/sensitive to clients' needs.
- Enthusiastic/uses initiative
- Team player.
Person Specification
Qualifications
Essential
- AMSPAR Level 3 or equivalent relevant experience
- RSA 3 Typing or equivalent level of competency
- Minimum 3 GCSE at Grade C or above, including English.
Experience
Essential
- Proven administrative or secretarial experience.
Desirable
- Previous experience: -in a healthcare administrative environment -as a medical secretary -of using INFORM Health software
Knowledge
Essential
- Awareness/understanding of: NHS Sexual Health & HIV Standards of Care.
- Child & Adult Sexual Exploitation.
- Service improvement.
- Health & Safety issues.
- Data Protection.
- Clinical Governance/Audit.
- Understanding of the need for confidential practice at all times.
Communcation Skills
Essential
- Excellent customer service/ interpersonal skills.
- Excellent verbal, non-verbal and written communication skills across a range of media.
- Able to effectively prioritise/reprioritise.
- High level of attention to detail and accuracy.
- Proficient user: INFORM Health EPR, Healthroster, Insight and Chlamydia Screening packages (training provided
- Proficient using Word, Excel, Powerpoint, Outlook
- Able to work to deadlines.
- Able to respect professional boundaries/competencies.
Personal Characteristics
Essential
- Strong interest in Sexual Health/HIV.
- Non-judgemental, mature attitude.
- Welcoming, caring attitude.
- Empathetic/sensitive to clients' needs.
- Enthusiastic/uses initiative
- Team player.
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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