Job type: Full-time, Permanent

Salary: £19,737 - £21,142 a year

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Job content

Job overview

This is an exciting opportunity to join the Therapy & Rehabilitation Pathway’s Outpatient A&C Team within the Clinical Support Division for a current Band 3 looking to broaden their experience or a well established Band 2 looking to take their next step in career progression. We are looking to recruit an confident, enthusiastic and self motivated individual on a full time permanent basis.

This post will require you to work in a very busy environment and to undertake the day to day supervision of the Band 2 Admin Officers within the Service, working collaboratively with the other Band 3 Supervisor and other members of the A&C teams to ensure consistency and idea sharing across sites to support our services.

Main duties of the job

As an Admin Supervisor your role will be to ensure that a comprehensive administrative and clerical service is delivered within the Outpatient Teams in Therapy Services, to work autonomously, prioritising own and others workloads to achieve deadlines thus ensuring service requirements are met at all times.

You will require strong communication and interpersonal skills as this role entails liaising with a wide range of individuals including patients, members of the public, managers, and clinical staff.

It is expected that you will have strong IT skills and be confident in undertaking a range of computer based activities.

The above posts require the individual to work across the 2 campuses as required.


Working for our organisation

The Outpatient Administration service is part of the Therapies and Rehab Services pathway, within the Clinical Support Division at NUH. We provide administration support to registered AHP professionals comprising of Physiotherapists, Dietitians, and Occupational Therapists, There is wide variety of registered staff on hand and our admin teams are experienced, knowledgeable and supportive, we also have our A&C Service manager to provide professional support where needed by pathway admin teams so you would benefit from support from many years of a wide variety of experience.


Detailed job description and main responsibilities

In addition to the below summary you need to familiarize yourself with full Job Description and Person Specification documents attached to this advert.

Coordination of tasks and monitoring of work schedules of Booking Clerk/receptionist team

Oversee reception and booking admin teams

Support and cover for Band 4 Coordinator

Supervision of current team, including involvement in appraisals, induction and training of admin new starters

Management of team annual leave whilst ensuring the service is fully covered

Maintenance of established filing systems

Maintain tidy reception area

Please see the attached job description for full details

Person specification

Training & Qualifications

Essential criteria
    • NVQ Level 2/3 in administration or equivalent
    • Word Processing and typing skills both copy and audio
    • Willingness to attend appropriate training courses
Desirable criteria
    • Supervisory management qualification or experience

Experience

Essential criteria
    • Evidence of team working
    • Experience in dealing with the general public
    • Experience of compiling and presenting data on a timely basis
    • Experience in using Microsoft Word, Outlook and Excel
    • Clerical experience including photocopying, filing etc
    • Awareness of the importance of confidentiality
    • Previous experience in similar role in the NHS/ healthcare setting
Desirable criteria
    • Use of NHS computer systems e.g. Clinical Manager, Medway, Winscribe and WEBHISS
    • Supervisory experience

Communication and relationship skills

Essential criteria
    • Must be able to clearly and accurately convey information with clarity, patience and understanding
    • Recognises own role as part of an effective team
    • Must be understanding and helpful
    • Able to present a friendly, helpful and professional image

Analytical and Judgement skills

Essential criteria
    • Accuracy and attention to detail
    • Understanding of the importance of confidential or sensitive information
    • Able to analyse situations/issues
    • Able to use initiative and judgement to make decisions in order to solve problems/enquiries
    • Works in line with standard procedures
    • Works in line with organisational goals and objectives

Planning and organisation skills

Essential criteria
    • Demonstrates an ability to organise own work schedule and that of others
    • Able to prioritise own workload and that of others
    • Able to recognise when to escalate issues
    • Manages time effectively
    • Able to concentrate in a very busy environment
    • Remains calm and co-operative under pressure
    • Demonstrates enthusiasm and a conscientious approach to work
    • Able to work in a flexible, enthusiastic way
    • Able to multi task
    • Displays initiative
    • Consistently works to a high standard
    • Works within prescribed deadlines
    • Sets and achieves high standards for own behaviour and personal presentation

Physical skills

Essential criteria
    • Frequent use of VDU equipment
    • Frequent sitting at a keyboard
    • Non patient related manual handling skills

Other requirements specific to the role

Essential criteria
    • Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace
    • Flexibility to work across the 2 campuses

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.
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Deadline: 19-07-2024

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