Job summary
An exciting opportunity has arisen in Malton Hospital Outpatients/Medical Records Department for a Band 3 Administrative Assistant.
This post is centered on the Outpatients activity within the department, managing room bookings, uploading referrals, booking appointments, dealing with clinic cancellations and preparing Medical Records for clinics.
This post is essential to the effective running of the department.
You will need excellent communication and organisational skills, and be willing to learn and develop new skills. You will need to be able to demonstrate the ability to work independently, and be willing to be adaptable and flexible to meet the needs of this very busy department.
We are looking for a colleague who is positive, approachable, friendly, and able to work as part of a team, but also shows initiative and has a flexible and patient centred approach.
Main duties of the job
- Knowledge/awareness of confidential information and record keeping.
- Providing administrative support for the team.
- Dealing with enquiries from other healthcare professionals and patients via email / phone / in person.
- General administration to support the smooth running of the service.
- To use the Trust's CPD (Core Patient Database) system and other data bases for which full training will be provided.
About us
Our benefits
We offer a range of benefits to support our staff including:
Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants.
27 days holiday rising to 33 days (depending on NHS Trust service)
A generous relocation package of up to 30% of salary (capped at £18k) for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss a potential relocation package, please speak to the recruiting department/manager.
A variety of different types of paid and unpaid leave covering emergency and planned leave
Confidential advice and support on personal, work, family, and relationship issues, 24/7, from our Employee Assistance Programme
NHS Car Lease scheme and Cycle to Work scheme.
An extensive range of learning and development opportunities
Discounts on restaurants, getaways, shopping, motoring, cinema, and finance from a range of providers
For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages
Job description
Job responsibilities
A full description of the role is available in the attachment: job description.
Please note that if a high number of applications are received this advert may close early. You are advised to submit you application at the earliest opportunity.
Working for the Trust
Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.
Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net.
As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.
Armed Forces Friendly Employer
We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.
COVID-19 Vaccination Requirements
Our Trust continues to strongly encourage our staff to be vaccinated against COVID19, this remains our best defence to protect our patients, ourselves and everyone else.
Job description
Job responsibilities
A full description of the role is available in the attachment: job description.
Please note that if a high number of applications are received this advert may close early. You are advised to submit you application at the earliest opportunity.
Working for the Trust
Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.
Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net.
As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.
Armed Forces Friendly Employer
We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.
COVID-19 Vaccination Requirements
Our Trust continues to strongly encourage our staff to be vaccinated against COVID19, this remains our best defence to protect our patients, ourselves and everyone else.
Person Specification
Skills
Essential
- Able to organise and prioritise own workload
- Good communication skills on the telephone and face-to-face
- Excellent interpersonal skills
- Able to function effectively as part of a team
- Attention to detail/ability to record accurate data
Knowledge, Training & Experience
Essential
- Educated to GCSE Level or equivalent. Maths and English at C or above - or equivalent qualification/demonstrable experience.
- Previous clerical experience and knowledge equivalent to NVQ 3 Level
- Experience of working with Microsoft packages
- Understanding a range of work procedures and processes
Desirable
- Previous Office/Administrative experience in an NHS environment
- Experience of dealing with confidential information or using patient administrative systems
- Experience of processing Outpatient appointments
- Experience of working in a receptionist capacity
- Experience of numerical filing sequences or working within a medical records environment
personal attributes
Essential
- Self disciplined/motivated to function independently
- Methodical and highly organised
- Willingness to work flexibly in an environment with changing demands and priorities
Person Specification
Skills
Essential
- Able to organise and prioritise own workload
- Good communication skills on the telephone and face-to-face
- Excellent interpersonal skills
- Able to function effectively as part of a team
- Attention to detail/ability to record accurate data
Knowledge, Training & Experience
Essential
- Educated to GCSE Level or equivalent. Maths and English at C or above - or equivalent qualification/demonstrable experience.
- Previous clerical experience and knowledge equivalent to NVQ 3 Level
- Experience of working with Microsoft packages
- Understanding a range of work procedures and processes
Desirable
- Previous Office/Administrative experience in an NHS environment
- Experience of dealing with confidential information or using patient administrative systems
- Experience of processing Outpatient appointments
- Experience of working in a receptionist capacity
- Experience of numerical filing sequences or working within a medical records environment
personal attributes
Essential
- Self disciplined/motivated to function independently
- Methodical and highly organised
- Willingness to work flexibly in an environment with changing demands and priorities
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.
