Job summary
- Main area
- Respiratory ( Sleep & NIV Service)
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 164-6206506
- Employer
- Nottingham University Hospitals NHS Trust
- Employer type
- NHS
- Site
- QMC and City Hospital
- Town
- Nottingham
- Salary
- £22,816 - £24,336 per annum
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Administrator
Band 3
Job overview
An exciting opportunity has opened up within Respiratory Medicine as a Sleep and Complex Ventilation Administrator to support provision of comprehensive administration required for the service. We are looking for an enthusiastic team player who has an excellent eye for detail and a willingness to learn about all things RTT and take an active role in managing patient pathways. You will need a flexible attitude to meet the needs of the service and the ability to remain calm under pressure.
Main duties of the job
In addition to the below summary, you need to familiarize yourself with full Job Description and Person Specification documents attached to this advert.
The successful candidate will support the administration required for the Sleep and non complex ventilation service.
Deal with enquiries by telephone, e-mail and face to face from staff, colleagues, patients, relatives/carers and the general public in an appropriate and timely manner.
Clinic scheduling, using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the speciality management team medical/nursing staff.
Demonstrate competence in the use of hospital computer systems (e.g. PAS, NotIS, webHISS, Medway and HISS) and data bases (e.g. Excel / access)
Action NIV Internal and Discharge referrals on Medway.
Work collaboratively with the wider administration and clinical team cross specialty and division including but not defined to administration staff, clinicians, managers, specialist nurses and allied health professionals to facilitate patient pathways.
Establishes and maintains administrative systems/databases for data collection for audit purposes where appropriate. Includes tracking and flagging investigations/results and making appointments
Undertake general office work and any other appropriate duties assigned by Sleep & NIV Coordinator, Deputy Service Manager, Service Manager and Clinicians.
Working for our organisation
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Within Respiratory Medicine at NUH we are an ever developing speciality who work together and strive for the best for our patients. We have staff based across both campus, providing a range of both in and outpatient services.
The Sleep and Complex Ventilation Service is a developing provision which will provide an opportunity for an individual to take on a multi skilled role which provides scope for development. Working closely with our colleagues in the Ambulatory Division and Physiology Team will provide lots of opportunity to see and learn new things.
Detailed job description and main responsibilities
Work collaboratively with administration colleagues within Outpatient Services to maintain and update the Sleep and Complex Ventilation partial booking waiting lists (PBWL).
Deal with enquiries by telephone, e-mail and face to face from staff, colleagues, patients, relatives/carers and the general public in an appropriate and timely manner.
Clinic scheduling, using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the speciality management team medical/nursing staff.
Notify Sleep & NIV Co-ordinator or designated person of any patients who fail to attend their appointment who will take necessary action in line with department and/or Trust policies.
Maintenance of patient records / general office administration
Demonstrate competence in the use of hospital computer systems (e.g. PAS, NotIS, webHISS, Medway and HISS) and data bases (e.g. Excel / access)
Distributing and opening in-coming mail timely and dealing with appropriately.
Action NIV Internal and Discharge referrals on Medway.
Print appointment/procedure confirmation letters as necessary and send to patients with the relevant information leaflets promptly.
Accurately transcribe clinical letters using Winscribe, producing high quality work within defined deadlines.
Work collaboratively with the wider administration and clinical team cross specialty and division including but not defined to administration staff, clinicians, managers, specialist nurses and allied health professionals to facilitate patient pathways.
Take an active role in managing patient journeys against agreed Trust access policies and the referral to treatment (RTT) national guidance which will include validation of RTT pathways.
Liaise with colleagues to follow up patient investigation results, appointments and facilitate an efficient patient journey.
Ensure patient files are up to date with correct correspondence addresses and contact numbers including correct address for GP.
Establishes and maintains administrative systems/databases for data collection for audit purposes where appropriate. Includes tracking and flagging investigations/results and making appointments.
Responsible for dealing with incoming consultant correspondence and facilitating prompt action on results/reports.
Participate in relevant Sleep & NIV meetings assisting with taking minutes.
Use judgement and initiative to prioritise the importance/urgency of particular requests within defined guidelines;
Undertake general office work and any other appropriate duties assigned by Sleep & NIV Coordinator, Admin Manager,Deputy Service Manager, Service Manager and Clinician.
Contribute to the improvement of services where appropriate.
Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.
Post Holder is required to work cross-site.
Person specification
Training and Qualifications
Essential criteria
- • 5 GSCEs or equivalent must include English & Maths
- • NVQ level 2 Business Admin or equivalent
Experience
Essential criteria
- • Previous experience in an office environment
- • Good working knowledge of Microsoft Office, especially Excel and Word.
Desirable criteria
- • Previous relevant experience within the NHS.
- • Good knowledge of MedwayPAS and other related Trust hospital systems such as NotIS. and Unity/DHR (digitalised records)
- • Proven experience with computerised databases and information systems
Analytical and Judgement Skills
Essential criteria
- • Able to use own judgement to make decisions in order to solve problems / enquiries.
- • Prioritize and respond to planned and unplanned situations on a daily basis.
- • Understanding of the importance of confidentiality
Desirable criteria
- • Works in line with standard procedures/guidelines.
Planning and organisation skills
Essential criteria
- • Responsible for organising and prioritising own workload, demonstrating effective time management skills on a day to day basis.
Desirable criteria
- • Able to work to timescales for data collection and reporting.
Communication and relationship skills
Essential criteria
- • Excellent communication skills with the ability to communicate with staff and the public at all levels
- • To show willingness to help and assist colleagues and work as part of a team.
Other requirements specific to the role (e.g. be able to drive or work shifts
Essential criteria
- • Required to work at QMC and also City as required
Desirable criteria
- • Remains calm and cooperative under pressure or in difficult and uncertain situations
Employer certification / accreditation badges
.png "NHS Rainbow badge")
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Annie Storer
- Job title
- Deputy Service Manager
- Email address
- [email protected]
- Telephone number
- 07812275925
List jobs with Nottingham University Hospitals NHS Trust in Administrative Services or all sectors