Patient Pathway Administrator- Support Secretary

Nottingham University Hospitals NHS Trusts

A new and exciting opportunity has arisen to join the Diabetes Administrative team at Nottingham University Hospitals. We are looking to recruit a Band 3 Patient Pathway Administrator - Support Secretary to be based predominantly at Dundee House but some work at QMC campus may also be required on occasion.

We are looking for an enthusiastic and conscientious administrative team player with typing ability. You will be able to work under pressure, have good written and verbal skills with excellent time-management and organisational skills. You will be able to prioritise your workload throughout the day.

You will be able to demonstrate a clear understanding of confidentiality issues and your behavior will be consistent with the Trust's Values and Behavioral standards.

Main duties of the job

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

As part of a team, you will be responsible for managing the diabetes reception, booking patient appointments, completing the letters for the nursing team, and updating on the diabetes digital platform. You will provide administrative support to the nursing team, managing the patient pathway. Experience of typing, transcription of clinical correspondence, and an understanding of medical terminology will be essential. You will work closely with the wider diabetes administration team to ensure that the diabetes patient pathway is efficient and any actions are undertaken to maintain and improve this. You must be able to prioritise your own workload according to the changing day-to-day demands and deadlines and use your own initiative to respond to queries within and outside of the Organisation with a professional manner to patients, relatives, and staff.

Job responsibilities

1. Dealing with incoming mail and results/reports.
2. Managing patient queries and ensuring the patient pathway runs smoothly and efficiently.
3. Accurately transcribe clinical letters using Winscribe, producing high quality work within defined deadlines.
4. Establish and maintain admin systems/databases.
5. Adding patients onto Careflow and maintaining waiting lists.
6. Use judgement and initiative to prioritise the importance/urgency of particular requests within defined guidelines.
7. Answer telephone queries and escalate appropriately.
8. Undertake peer audit of clinical correspondence to ensure a high standard of accuracy and quality of work.
9. Ability to exchange sensitive or contentious information with diplomacy and in a confidential manner ensuring timely handover to relevant staff.
10. Book appointments using necessary important clinical information to ensure patients are seen on their pathway without delay.
11. Manage e-mail accounts to retrieve key tasks then record and take any necessary action as appropriate.
12. To undertake other specialty specific duties in accordance with Trust policies and procedures to facilitate the patient pathway.
13. Ensure RTT (Referral To Treatment) patient data quality is accurate at all times.
14. Adapt a flexible attitude to meet the needs of the service, taking into consideration each department's unique specialty and the subsequent requirements of such specialist services.
15. Provide cover for PA colleague during times of sickness and annual leave.
16. Undertake any other duties which may be reasonably required.
17. Promote an open friendly working environment.
18. Adhere to Trust policies and procedures relevant to your position.
19. Participate in a Personal Development Plan.

Person Specification

Training and Qualifications

• 4 GCSE's or equivalent C or above - must include English.
• Computer literate to ECDL standard or equivalent.
• NVQ level 3 or equivalent.
• RSA II word processing or equivalent experience.

Experience

• Proven typing experience.
• Experience in use of Microsoft Office and Outlook.
• Experience of completing letters, forms, and reports using ICT.
• Experience of team working.
• Experience of working in a clerical/administrative role.
• Previous experience of working in the NHS.
• Medical Terminology.
• Experience of using Winscribe, Careflow, Medical Office, and Notis.

Communication

• Uses correct grammar and spelling.
• Must be able to clearly and accurately convey information verbally gathered from both verbal and documented reports and to staff of all levels.
• Demonstrates understanding of confidentiality.
• Show sensitivity and empathy in communication and is open to ideas for change.
• Demonstrates ability to work as a team.
• Ability to develop good working relationships.

Analytical and Judgement Skills

• Able to use judgement to make decisions in order to solve problems/enquiries.
• Works in line with trust procedures and organisational goals.
• Ability to use own initiative.

Planning and Organisation

• Consistently works to high standards.
• Able to prioritise tasks and work to deadlines.
• Able to plan and organise own time.
• Demonstrates enthusiasm for the work.

Physical Skills

• Frequent use of VDU equipment/sitting at a keyboard.
• Ability to retrieve and move files from different places.
• Able to file accurately using numerical filing system.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Nottingham University Hospitals NHS Trusts

Address

NUH - Diabetes Dept - Dundee House at City and QMC Campus