Directorate Specialty PA
☞ Nottingham University Hospitals NHS Trust
View: 102
Update day: 28-05-2024
Location: Nottingham East Midlands
Category: Administrative / Clerical / Assistant
Industry:
Job type: Full-time, Permanent
Job content
Job overview
A vacancy has arisen for a Directorate Specialty PA in Gynaecology. The post holder will support the provision of a high quality secretarial and administrative service to Consultants and clinical teams to ensure the typing of clinics is completed accurately and within the set timeframe together with any other administrative duties. The post holder must exercise initiative to organise their own workload within defined deadlines.
The post holder will have line management responsibility within the secretariat.
In undertaking the role, the employee is expected to behave at all times in a manner that is consistent with and actively supports the Trust values.
Main duties of the job
To manage Advice & Guidance requests
Accurately transcribe clinical letters using Winscribe, producing high quality work within defined deadlines.
Use judgement and initiative to prioritise the importance/urgency of tasks within defined guidelines
Establish and maintain admin systems/databases
Dealing with incoming mail, results/reports management
Attending/organising meetings, take minutes.
Ensure RTT patient data quality is accurate.
Key point of contact for consultant
- Communication link to directorate management team, regarding consultant leave/service issues
- Dealing with consultant queries/visitors, managing consultant diary.
- Telephone calls inbound/outbound relating to patients specific care, in a confidential manner.
- Typing of non-clinical letters as required.
- Liaise with Waiting List Co-ordinators to ensure patients are treated within breach dates
- To support and mentor new staff.
- Share responsibility with line manager for own personal development.
- Undertake HR related tasks, appraisals and recruitment.
- Undertake any other duties which may be reasonably required.
Working for our organisation
Nottingham University Hospitals NHS Trust is one of the UK’s largest acute teaching Trusts delivering an exceptional range of patient care, teaching, research and regional tertiary services.
You will be working as part of a team to support the provision of high quality secretarial and administrative service to the Gynaecology Consultants and associated activity within the department.
Detailed job description and main responsibilities
You will be a conscientious and enthusiastic team player with excellent organisational and communications skills with a sound secretarial background. The ability to manage your time, organise and prioritise your workload whilst remaining patient focused is essential.
You will need to demonstrate a clear understanding of confidentiality issues and to respond to queries within and outside of the organisation in a professional and empathetic manner using your own judgement and decision making skills.
You must be able to demonstrate in your application with examples of how you meet the person specification, paying particular attention to Training & Qualifications, Experience, Communication and Relationship Skills, Analytical and Judgement Skills and Planning and Organisation.
Person specification
Experience
- Experience in managing a team
- Experience in Microsoft office, audio typing and medical terminology
- Proven PA experience
- Knowledge of 18 wk and Cancer targets, Winscribe knowledge and previous NHS experience
Analytical and judgement skills
- Able to use own judgement to make decisions in order to solve problems/enquiries
- Work in line with organisational goals and objectives
Training & qualifications
- RSA III word processing or equivalent
- Experience in managing a team
- ECDL
Communications and relationship skills
- Must be able to clearly and accurately convey information verbally and from documented reports.
- Must have friendly and professional manner
- Maintain confidentiality, sensitivity and empathy in communication with patients/colleagues
- Has ability to motivate, coach and mentor others in the team
Planning and organisational skills
- Demonstrate an ability to organise own workload
- Demonstrate an ability to delegate and organise work for others
Other requirements
- Remains calm and co-operative under pressure and in difficult situations
- Gives consistent and stable performance under pressure
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.
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 Departmentconfidentially 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 (£45 for enhanced and £28 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.
Deadline: 12-07-2024
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