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Medical Administrator Band 3

Band 3

Main area
Medical Administrator
Grade
Band 3
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
318-21-R7857SQT-A
Site
Trustwide
Town
Gloucester/Cheltenham
Salary
£20,330 - £21,777 PA
Salary period
Yearly
Closing
12/12/2021 23:59

Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have recently been awarded an improved CQC rating of Good and are proud of what we’ve achieved. We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.

As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.

As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.

By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.

 

Job overview

Medical Administrator  - Community Paediatrics

Band 3 (37.5  hours per week)

The post-holder will provide an efficient, confidential and professional administrative service to the Community Paediatric teams.  This will include administration support to enable provision of patient care. Good communication with parents, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high quality service for patients and clinicians.

The post-holder will be expected to work as part of an Administrative Support Team and will report to the Administration Lead

Expected interview date: 21st December 2021

Main duties of the job

You will deal with Consultants and Specialist Doctor correspondence, some audio typing, handling patients queries and liaise with other healthcare professionals.  You will be expected to use your own initiative, make decisions and work efficiently to provide a comprehensive administrative service.

You will need to be able to demonstrate

  • Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
  • Experience in Microsoft Office packages
  • IT capable to ensure proficient use of hospital computer systems
  • Proficient and accurate Audio typing skills
  • An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
  • Proven organisational skills with the ability to prioritise workload and to work to deadlines
  • Ability to work flexibly within a team
  • Ability to work quickly and accurately

Ability to use own judgement and initiative as appropriate

Working for our organisation

We are a very busy department who needs an energetic but exceptionally organised person to join our team. If you like to be kept busy, enjoy variety and have good attention to detail whilst working under pressure, this will be the ideal role for you.

We are looking to recruit an enthusiastic and highly motivated secretary (Band 3), who is committed, demonstrates loyalty and is prepared to work hard when necessary to complete all tasks required. Experience in the NHS is desirable, but a willingness to learn and be adaptable is essential.

In return, we can offer you a job where you are valued in supporting our team and making a difference to patients.

Detailed job description and main responsibilities

This is a full time  position (37.5 hours). The post-holder will provide an efficient, confidential and professional service to the clinical team.

This will include administration and secretarial support to enable provision of patient care. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high quality service for patients and clinicians. The post-holder will be expected to work as part of an Administrative Support Team and will report

 

 

 

 

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED

  • Educated to GCSE grade C or above (or equivalent) in literacy and numeracy

NVQ level three in administration or equivalent experience Minimum 1 years’ experience in a hospital or office environment

  • IT experience of Microsoft Office packages
  • IT capable to ensure proficient use of hospital computer systems
  • An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
  • Proven organisational skills with the ability to prioritise workload and to work to deadlines
  • Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
  • Good interpersonal skills for dealing with people internal and external to the organisation
  • Ability to work flexibly within a team
  • Ability to work quickly and accurately
  • Ability to use own judgement and initiative as appropriate

 

 

KEY RESULT AREAS

Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

Referrals, Booking and Clinic Prep

  • Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence
  • Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity
  • Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate
  • Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner

 

Transcription

  • Distribute correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Administration Leader using digital dictation (if required)
  • Preparing letters which have been created using the Voice Recognition software system - DRAGON
  • Take and transcribe minutes as appropriate

 

Outcomes and Results

  • Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc

 

      Specialty Specific Support

  • Regularly informing the Administration Lead about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
  • Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinician or Administration Lead.
  • Supporting consultant staff by assisting with the production/transcription of medical staffing paperwork, such as references etc.
  • Supporting consultant and Specialist Doctors with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.
  • Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc

 

 

Service Improvement

  • Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
  • As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the supervisor to respond or escalate appropriately.

 

Team-working

  • To work as part of an Administrative Support Team working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
  • To cover colleagues during absences/annual/sick leave as directed by the Administration Lead.  You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
  • Undertaking routine office duties including electronic note tracking, photocopying, faxing, filing of correspondence and results and maintenance of records in the absence of the clerical assistant.
  • Assist in the training and induction for new and existing colleagues
  • Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate
  • Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.

 

Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.

 

 

 

 

COMMUNICATIONS AND WORKING RELATIONSHIPS

  • Medical staff both junior and senior including Consultants
  • Nursing Staff
  • Patients, carers and relatives
  • Other Medical Secretaries/Ward Clerks
  • Outpatient Staff
  • Health Records
  • Pathology
  • Radiology
  • GP’s and GP practices
  • Management, including Administration Lead and General Management team
  • Other NHS organisations
  • External bodies, such as solicitor practices, DVLA, Social Services, Police etc

 

GENERAL

  • Fully participate in the Trust’s appraisal system review and personal development planning process on an annual basis – (for an apprentice this may be more often)
  • Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process
  • Achieve and demonstrate agreed standards of personal and professional development within agreed timescales
  • Contribute positively to the effectiveness and efficiency of the teams in which he/she works
  • Contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies

 

PHYSICAL EFFORT AND WORKING CONDITIONS

  • Movement of medical notes on a daily basis (Manual Handling Training Provided). This can range from one set of notes to bags of notes
  • Exposure to occasional unpleasant working conditions due to extremes of office temperatures and ward odours.
  • Use of Visual Display Unit (VDU) on a daily basis (Workstation assessments undertaken), will be sitting at the desk all day.
  • Dealing with sensitive and confidential information

The work pattern may be unpredictable due to interruptions. High levels of concentration are also required when audio-typing. Priorities can change during the day

Person specification

Essential

Essential criteria
  • Educated to GCSE grade C or above (or equivalent) in literacy and numeracy NVQ level three in administration or equivalent experience Minimum 1 years’ experience in a hospital or office environment
  • RSA level three or able to demonstrate equivalent skill (proficient and accurate Audio typing skills (minimum 60 wpm)
  • IT experience of Microsoft Office packages
  • IT capable to ensure proficient use of hospital computer systems
  • An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
  • Proven organisational skills with the ability to prioritise workload and to work to deadlines
  • Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
  • Good interpersonal skills for dealing with people internal and external to the organisation
  • Ability to work flexibly within a team
  • Ability to work quickly and accurately
  • Ability to use own judgement and initiative as appropriate
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Documents to download

Apply online now

Further details / informal visits contact

Name
Amanda Matthews
Job title
Administration Lead (Community Paediatrics)
Email address
amanda.matthews3@nhs.net
Telephone number
0300 422 5707