Personal Assistant Job at Nottingham University Hospitals NHS Trust, Nottingham

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Job Description

Band 4

Main area
Diabetes and Endocrinology
Grade
Band 4
Contract
Permanent
Hours
  • Full time
  • Part time
  • Job share
37.5 hours per week (2 days at Dundee House and 3 days at QMC Campus all within diabetes)
Job ref
164-5172127
Site
Nottingham University Hospitals NHS Trust , City and QMC Campus - Diabetes and Endocrinology Dept
Town
Nottingham
Salary
£25,147 - £27,596 pro rata per annum
Salary period
Yearly
Closing
25/05/2023 23:59

Job overview

Working as part the Diabetes and Endocrinology team, based across City and QMC campus, the post holder will support the provision of a high quality secretarial and administrative service to Consultants and clinical teams.

You will join a well established and experienced team of secretaries and will act as a key point of contact for consultants, dealing with queries, diary management, typing clinical and non-clinical letters to ensure a smooth and seamless patient pathway.

As Personal Assistant, you may also be required to undertake some line management duties relating to patient pathway administrators and clinic receptionists.

This post is based at QMC Campus three days a week and two days at Dundee House, City campus. Job-share and part-time also considered.

In addition to the below summary you need to familiarise yourself with full job description and person specification documents attached to the advert

Main duties of the job

In addition to the summary below you need to familiarise yourself with the full job description and person specification documents attached to this advert.

To manage Advice & Guidance requests

Accurately transcribe clinical letters using Winscribe, producing high quality work within defined deadlines.

Establish and maintain admin systems/databases

Dealing with incoming mail, results/reports management

Attending/organising meetings, take minutes.

Ensure RTT (Referral to Treatment) patient data quality is accurate.

Key point of contact for consultant

Dealing with consultant queries/visitors, managing consultant diary.

Telephone calls inbound/outbound relating to patients specific care, in a confidential manner.

Working for our organisation

Nottingham University Hospitals (NUH) was established in 2006 and we are one of the biggest and busiest NHS Trusts in the country and provide services to over 2.5 million residents of Nottingham.

NUH are, by any measure, a large, complex, person-centred organisation. With over 17,000 employees from a wide range of professional backgrounds, they are one of the region's largest employers.

NUH has an excellent national and international reputation for the quality of their patient care and for their research, education and innovation. They have strong links to the University of Nottingham, Nottingham Trent University and Loughborough University. This allows for the provision of excellent training and education for their students, as well as being a major research organisation.

Our organisation is driven by our strategic, objectives and organisational values and we look for people who are strongly aligned with them. Our team work extremely well together, we are a supportive and friendly team who all enjoy the role we play within the NHS.

Detailed job description and main responsibilities

Please see attached job description and specification for full details of the role.

Please ensure you provide evidence in your application of the essential and desirable criteria for this role.

Person specification

Training & Qualifications

Essential criteria

  • RSA III word-processing/text processing or equivalent
  • NVQ level 3 in administration or equivalent

Desirable criteria

  • ECDL

Experience

Essential criteria

  • Audio typing
  • Medical Terminology
  • Diary Management
  • Proven secretarial experience

Desirable criteria

  • Knowledge of 18wk Referral to Treatment
  • Previous experience of working in NHS
  • Knowledge of hospital IT systems, e.g. Medway PAS, Notis.

Communication and relationship skills

Essential criteria

  • Must be able to clearly and accurately convey information verbally gathered from both verbal and documented reports
  • Can complete letters, forms, reports & tables using computerised technology from information collected
  • Has ability to motivate, coach and mentor others within the team

Analytical and Judgement skills

Essential criteria

  • Works in line with organisational goals and objectives

Planning and organisation skills

Essential criteria

  • Works within prescribed deadlines
  • Ability to prioritise workload

___________________________________________________________________________________

Bring your whole self to work for us at NUH. We love diversity and we value your difference, your unique skills, knowledge and experience. Becoming one of our people may realise your potential, helping us to raise our performance in delivering world class healthcare to the diverse patient populations we serve.

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are currently under-represented at NUH.

Covid-19 vaccination: remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We continue to encourage our current and potential colleagues to get vaccinated. For helpful advice and information about the Covid-19 vaccination and how to access visit: https://nottsccg.nhs.uk/covid-19/covid-19-vaccinations/

Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.

Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.

Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application

Salary: The quoted salary will be on a pro rata basis for part time workers.

Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.

At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.

Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements

ID and Right to work checks: NUH authenticate all ID and right to work documentation such as passports, visa’s and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.

Consent:

  • Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
  • Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£41.90 for enhanced and £21.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.

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