Admin & Clerical Roles

Job overview

Surgery Division

Are you ready for a change and a new challenge? Are you passionate about making a difference? Do you want to be part of a team of 2500 people who deliver surgical care at one of the biggest and busiest NHS Trust’s in the country? Then we may have the opportunity for you!

Main duties of the job

You could be part of our growing administrative team who are a key part of delivering excellent patient care. We are recruiting to a number of different roles from outpatient and waiting list administrators to clinical typists, and can even offer you flexibility around when and where you work for some of our posts.

Working closely with clinical colleagues, you could be helping arrange patient’s appointments over the phone or via letter, making and receiving calls from existing patients under our care, or confirming dates for surgical procedures. You’ll be a central point in ensuring patients are seen in the correct order and tracking the progress of our patients. You might also be interested in supporting our excellent written patient communication, where you’ll be typing clinical letters giving patients and others involved in their care vital information about their treatment.

The roles we are recruiting to are:

• Band 3 Outpatient Administrators
• Band 3 Waiting List Administrators
• Band 3 Patient Pathway Administrators

More information on what the different types of roles entail can be found on the Job Descriptions attached to this advert. If you would like to apply for a particular role please indicate this on the ‘Supporting Information’ section of your application form. If you are applying, please make sure you tell us on your application form about how you meet the essential and desirable criteria on the Person Specification.

Working for our organisation

Recognised for our outstanding care, our organisation is made up of three campuses – City Hospital, Queen’s Medical Centre and Ropewalk House.

We are now one of the biggest and busiest NHS Trusts in the country and provide services to over 2.5 million residents of Nottingham, its surrounding communities, and a further 3-4 million people from across the region that need to use the specialist services we provide.

We are a teaching Trust with strong links to the University of Nottingham, Nottingham Trent University and Loughborough University. This allows for the provision of excellent training and education for our students, as well as being a major research organisation.

As you’d expect in a NHS organisation, patient care is at the heart of everything we do so we expect everyone who works at NUH to support our Values and Behaviours. Working in our admin teams you’ll be doing significant and important work as part of Team NUH that strives for a quality patient experience every step of the way.

We will be holding a one day recruitment event on 19thFebruary 2022 where we will provide further information about working for NUH, more details of the specific jobs on offer, an opportunity for you to ask questions as well as formal interviews.

Detailed job description and main responsibilities

For all of our administrative services, please ask yourself these questions:

• Are you an enthusiastic and conscientious team player?
• Can you work under pressure with good time-management and organisational skills, successfully prioritising your workload?
• Do you have excellent communication skills and can provide a courteous, sensitive and sympathetic customer-service experience when on the telephone to our patients?
• Will you exchange any sensitive or contentious information with diplomacy and in a confidential manner?
• Do you pay attention to detail and can work at pace on behalf of our patients?

For each of the roles we are recruiting to, the main duties are outlined below:

Outpatient Administrator

• Book outpatient appointments, using Trust electronic booking systems (including Medway PAS) to arrange appointments for new and follow up clinics. Print appointment/procedure confirmation letters as necessary and send to patients with the relevant information leaflets promptly.
• Ensure all referrals are logged and booked in a timely manner meeting the standards in the NUH Access Policy.
• Rearrange patient’s appointments as required when capacity reduced or a clinic is cancelled.
• Arrange patient transport as necessary.
• Ensure data quality is accurate at all times, including patient pathway Referral to Treatment (RTT) data.
• Effectively use departmental guidelines to manage clinic bookings, using judgement to escalate any capacity issues as necessary.
• Ensure clinic appointments are available via the national Choose and Book system according to departmental guidelines, and support and facilitate directorates in completion and timely updating of their Directory of Services.
• Be aware of and signpost patients in relation to peripheral services available should they be needed i.e. transport, interpreting services etc.

Waiting List Administrator

• Lead the administration for a specific service or named consultant patient waiting lists.
• Add and remove patients from waiting list using Trust patient systems and book patient transport and the admission to hospital using clinical IT systems (Medway PAS and Bluespier).
• Work to departmental protocols to negotiate patient admissions for inpatient and day surgery procedures and minor procedure treatments.
• Ensure all relevant patient information is recorded on the Trust’s IT systems and updated accordingly in line with Trust Access Policy and Procedures.
• Write and send letters to patients to confirm appointments or to communicate outcomes to patients and GPs, based on audio dictation from clinicians.
• Act as the first point of contact for patient queries regarding their admission or likely date of procedure based on the waiting list.
• Provide non-clinical advice regarding hospital admission to patients seeking further advice from the Consultants or lead nurses as required.
• Ensure adherence to the Trust Waiting List Policy with regard to National and Trust Targets for waiting times and be responsible for identifying potential breaches.

Patient Pathway Administrator

• Accurately transcribe, from digital dictation (Winscribe), outpatient clinic letters and miscellaneous clinical correspondence to a high standard within specified timescales.
• Act as a first point of contact for patient queries.
• Book follow-up appointments in a timely fashion, ensuring clinics are fully utilised and minimising delays to patients.
• Track, report and follow-up on patient next steps, liaising with clinical staff and other administrators to ensure patients are seen on their pathway without delay.

• Experience of medical terminology is an advantage and fast keyboard skills or typing experience is essential for the Patient Pathway Administrator role.