Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 3
- Contract
- Permanent
- Hours
- Part time - 22.5 hours per week
- Job ref
- 203-CS891
- Employer
- South Warwickshire University NHS Foundation Trust
- Employer type
- NHS
- Site
- Orchard Centre
- Town
- Rugby
- Salary
- £24,625 - £25,674 per annum
- Salary period
- Yearly
- Closing
- 12/05/2025 23:59
Employer heading
Administrative Assistant to Parkinsons Nurses
NHS AfC: Band 3
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
Opportunity to provide Administration and clerical support to Nursing staff in busy Parkinsons Disease Specialist Nursing service. Looking for a dynamic, self-motivated individual with excellent communication and interpersonal skills. Based primarily in Rugby but providing cover county wide as needed working 22.5 hours per week. The post holder will be responsible for providing a high-quality administrative service and requires good verbal and written skills to be able to interact effectively with team members, other health care professionals, patients and their families.
Main duties of the job
Providing a high-quality administrative service as a member of the Administration team supporting Parkinsons Disease Specialist Nursing service through effective team working.
Be responsible for confidential, accurate and efficient administrative support using established processes and IT systems to meet monthly reporting deadlines.
Support teams to co-ordinate patient pathways and to deliver high quality patient care in the community.
Meet the administrative demands in a busy office environment.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
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Key Result Areas: To plan and prioritize own workload support nursing team, management team and administration colleagues undertaking word processing of letters, reports and other documents using Microsoft Word, Excel, PowerPoint. To use own initiative when dealing with enquiries from patients and colleagues internally and externally, and other health care professionals and direct as appropriate. To support team with patient referrals and visit schedules using EMIS. Provide caseload reports and support with caseload maintenance and problem solving. To develop, implement and maintain administrative systems, including effective and up to date filing, data tracking and data gathering. To be responsible for the ordering of weekly clinical nursing stores and non-clinical items such as uniforms, medical equipment and stationery, demonstrating an awareness of cost efficiency and effectiveness. To liaise with external organizations to arrange meetings and training sessions as required. To produce weekly Lone Worker buddy system sheets and update as required. To update staff training compliance using established systems. To collate data to assist with the reporting of team quality and performance indicators as required by Professional Leads and Locality Managers to produce CQUIN / KPI reports To actively promote patient feedback survey by supporting teams with data collection and submitting results in timely manner. To organize meetings by arranging room bookings, meeting agendas and taking minutes. Follow up actions as required. To be responsible for the storage and recording of confidential patient and staff filing to meet requirements of Information Governance policy and procedures. Support the Management team with the implementation of new initiatives as required. To update OOHCC Action Plan as instructed by Team Lead and Locality Manager, as required To participate and support Management team to promote staff wellbeing activities. Receive supervision from team Leads. This may be face to face or by telephone or email Participate in the Management of Change, making constructive suggestions to how the service can be improved Makes constructive suggestions on the appropriate use of resource Demonstrate a commitment to abide by Trust Policies and Procedures and comply with Health & Safety legislation The post holder will have in depth working knowledge of the relevant systems used within the team setting |
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Communications and Working Relationships: To work in conjunction with and communicate effectively with external agencies to support patients with care navigation and social prescribing, ensuring dissemination of information which is of a highly sensitive nature pertaining to vulnerable adults. To demonstrate effective and appropriate communication when dealing with, and providing information to, anxious or distressed patients and family members relaying messages, as required, depending on their urgency, to appropriate member of staff. To work in partnership with services across South Warwickshire NHS Foundation Trust To provide IT support and training to individuals on established systems using skills and knowledge in maintenance of caseload information and problem solving. |
Person specification
Qualifications
Essential criteria
- Level 3 NVQ/BTEC certificate in Business / Business administration or equivalent
- GCSE A-C Maths and English or equivalent
- Microsoft Office including Word, Excel, PowerPoint and email packages to level 3 standard
- Experience of EMIS / electronic patient records
Experience
Essential criteria
- Proven office experience of at least 1 year preferably in NHS environment
- Proven experience of delivery of administrative systems
- Experience of dealing with internal and external clients both face to face and via telephone
- Experience of using own initiative and prioritising workload
Skills
Essential criteria
- Demonstrate good communication skills in person, on telephone and email
- Demonstrate a high level of accuracy and attention to detail in all work undertaken
- Must be able to deal with enquiries and identify those which can be dealt with and those which require escalation
- Must be methodical and able to develop, organise and accurately maintain effective administration systems
- Must be able to manage resources effectively
- Must be able to respond appropriately to varying workloads and prioritize work effectively
- Must be able to deal with interruptions and resume task in hand without loss of efficiency.
Personal Qualities
Essential criteria
- Able to work as part of a team in a friendly and enthusiastic manner
- Able to work on own initiative and seek support and guidance when necessary
- Demonstrate an understanding of the need for confidentiality in all aspects of work
- To be able to adapt to change
- Must be proactive, flexible and able to demonstrate good organisational skills
- Able to work under pressure and understand the importance of meeting deadlines
- Be willing to attend and participate in meetings as and when required
Other
Essential criteria
- Must be a non-smoker whilst on duty
- Must be able to work flexible hours
- Must be willing to undertake Criminal Records Disclosure at enhanced level
- Must be legally entitled to work in this country
- Must be able to use general office equipment
- Must be able to manoeuvre boxes of patient records and clinical stores using recommended moving and handling techniques
- Able to travel to other areas for meetings and training purposes
Employer certification / accreditation badges
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Documents to download
Further details / informal visits contact
- Name
- Anita Hallett
- Job title
- Parkinsons Disease Nurse Specialist
- Email address
- [email protected]
- Telephone number
- 07584557365
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