Job summary
- Main area
- 317 Paediatric Outpatients - RVI
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 317-2024-42-007
- Employer
- The Newcastle upon Tyne Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Royal Victoria Infirmary
- Town
- 317 02 Royal Victoria Infirmary
- Salary
- £26,530 - £29,114 per annum
- Salary period
- Yearly
- Closing
- Today at 23:59
- Interview date
- 18/11/2024
Employer heading
Administration Lead (Children's Outpatient Dept)
Band 4
Newcastle Hospitals NHS Foundation Trust is one of the busiest and largest NHS foundation trusts in the country, with around 15,000 staff and an annual budget of £1.6 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We’re in the top five providers of specialised health services in the country, supporting people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 6,500 patient contacts each day, delivering high standards of healthcare.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.
Job overview
If you are a highly motivated and enthusiastic individual, then we want you! We are seeking an experienced administration lead to join our dynamic team and help drive our operational excellence. You should be self-motivated, reliable and well organised with excellent communication and interpersonal skills. You should be able to demonstrate administration experience with appropriate qualifications, be able to work efficiently and methodically with good attention to detail without direct supervision. The post holder should be flexible to the needs of the service with a positive and proactive attitude.
Previous working experience with databases, (e.g., MediRota, eRecord) and other PAS systems is essential.
- Interview date: Monday 18 November 2024
- 37 hours 30 minutes/week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.
NO AGENCIES PLEASE
Main duties of the job
The post holder will be required to have excellent communication skills, be able to prioritise workload effectively with excellent attention to detail.
The post holder will be required to do the following:-
Oversee daily administrative operations and ensure efficiency across children’s services.
Foster a collaborative work environment.
Develop and implement policies and procedures to enhance workflow.
Manage schedules and resource allocation for administrative functions.
Serve as a point of contact for internal and external stakeholders
Working for our organisation
Our staff oversee over 2 million patients ‘contacts’ each year, delivering high standards of healthcare from the following sites:
• Freeman Hospital
• Royal Victoria Infirmary (RVI)
• Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
• Newcastle Dental Hospital
• Newcastle Fertility Centre
• Northern Centre for Cancer Care, North Cumbria
• Northern Genetics Service
• Cramlington Manor Walks
These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.
We also have offices at Regent Point in Gosforth and community sites.
Please see attached information on what Staff Benefits we have to offer at our Trust under ‘Documents to download’ or ‘Supporting documents’.
For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals and Newcastle Hospitals NHS Foundation Trust
Detailed job description and main responsibilities
• To deliver effective, accurate and timely management of the department’s medical rota management system, MediRota
• To oversee key areas of rostering and reports and monitor attendance
management, facilitate rota design / creation, doctors’ changeover, induction for medical staff etc
• Day to day co-ordination of outpatient waiting lists and clinics assisting clinical teams to find rooms, cancel clinics
• Approving and declining room bookings and updating the clinic room utilisation tool
• Monitor room utilisation of COPD and effectiveness of service through carrying out audits.
• Training and support for the service users of the CUT
• Assisting the transfer of Junior Doctor Rotas, Consultants on-call, Outpatient clinic rotas onto Medirota.
• Support Admissions/Waiting List Manager and Sisters in COPD in digitising department and ensuring the effectiveness of the service.
• To support the provision of an efficient administration and clerical service within outpatients.
• To provide wider Directorate administrative support as and when required to cross cover leave/sickness
• To provide administrative support to the Operational Service Manager for the Children’s Outpatient Department
• To support the management team in gathering and displaying data about the service for business purposes in service planning and staff wellbeing
• To continually seek out and make recommendations for service improvement in own area
• To support the management team in assisting with collation, and numerical and graphical presentation of information for business purposes in service planning
• To collect, input and analyse data on a regular basis
• Any other duties as identified by the Directorate Admin Manager
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.
Person specification
Qualifications & Education
Essential criteria
- NVQ Level IV Business Administration or Diploma qualifications or equivalent level qualification / relevant experience
Knowledge & Experience
Essential criteria
- Excellent knowledge and competencies within Microsoft office software
- Previous working experience with databases, (e.g., MediRota, eRecord) and other PAS systems
- Previous working experience in developing and working with databases
- Significant NHS administration experience o Waiting list management o 18 Week Pathways o Cancer Waiting Targets o Medical records o Patient confidentiality
- Previous supervisory experience
Desirable criteria
- Understanding of the NHS Plan
- Knowledge of information analysis and the use of information within the NHS.
- Experience of supervising staff to achieve accurate and timely outcomes
- Experience of staff management
- NHS IT Systems
- Understanding of Professional Leadership Behaviours
Skills & Abilities
Essential criteria
- IT Skills to include office software packages
- Excellent communication skills – both written and oral
- Demonstrate problem solving skills
- Ability to meet deadlines
Desirable criteria
- Advanced level of skills in writing Excel formulae and functions.
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Becky Geroge
- Job title
- Senior Sister/ Charge Nurse
- Email address
- [email protected]
- Telephone number
- 0191 2821558
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