Job summary
- Main area
- Administrative
- Grade
- NHS AfC: Band 2
- Contract
- Fixed term: 8 months (Maternity leave cover)
- Hours
- Part time
- Flexible working
- Job ref
- 302-24-6481158S
- Employer
- Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust
- Employer type
- NHS
- Site
- Hindley Clinic
- Town
- Wigan
- Salary
- £22,383 per annum pro rata
- Salary period
- Yearly
- Closing
- 01/08/2024 23:59
Employer heading
Administrative Assistant (Maternity)
NHS AfC: Band 2
Choose Well - Choose WWL
Job overview
We are seeking to recruit an enthusiastic, highly motivated individual with excellent Customer Care, Communication and IT skills, who has the ability to work as part of a multi-disciplinary team.
We are recruiting to 22.5 hours per week position mainly based at Hindley Clinic with the working pattern Monday - Friday.
This vacancy is open to all internal candidates. NHS Employees should ideally secure their manager’s agreement for a secondment arrangement ideally prior to applying, as this will be a condition of any offer made. This vacancy is advertised on a fixed term basis as it has been established to provide maternity leave cover for 8 months or until the substantive post holder returns. Whilst this post is advertised on an acting / secondment basis there is the potential that this post may become permanent in the future.
Please note this vacancy may close before the advertised closing date if a sufficient number of suitable applications are received.
To undertake this post, you must be able to drive and have access to a vehicle as you'll need to travel to multiple sites. Should you not meet this requirement due to a disability, you are of course able to apply and a discussion regarding whether reasonable adjustments could be made to the role would take place before any offer is confirmed.
Main duties of the job
You will provide a full administrative support including answering phone and dealing with patient queries to direct them to the appropriate personnel. To ensure patient’s needs are central to the delivery of the service, and compliance with all appropriate policies and procedures are followed.
Working for our organisation
Choose Well – Choose WWL
Wrightington, Wigan and Leigh Teaching Hospital NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement and living our values.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Detailed job description and main responsibilities
- Monitor inboxes as required for safeguarding invites, smoke free and perinatal mental health team
- Ensure telephone answered timely and professionally.
- Assist with booking appointments as necessary
- Keep organised working environment
- Keep and maintain accurate spreadsheets
- Adhere to Trust Policies, Procedures and Guidelines
- Ensure compliance with Mandatory training requirements in accordance with Trust Policy
- Compliance with Trust Policies and Procedures including the Code of Conduct
- Compliance with the Data Protection Act 1998 and Information Governance – the post holder is not entitled to use for their own benefit or gain, or to divulge to any persons, firm or other organisation whatsoever, any confidential information belonging to the Trust or relating to the Trust’s affairs or dealings which may come to their knowledge during employment
- Effectively deal with all enquiries, via telephone and face to face with regard to patients, staff, internal and external agencies, with the exception of medical advice.
- Forward patient’s documents to relevant departments including health visitors, antenatal clinic, postnatal filing.
- Photocopy and make any appropriate packs
- Deal with telephone enquiries and advise/refer to the relevant professional.
- To plan and organise own workload whilst assisting colleagues to meet the Departmental needs of the service.
- To support and evaluate changes to working practice whilst actively seeking ways to improve the service.
- Maintain an effective filing system.
- Maintain staffing levels for your role within the service by liaising with colleagues appropriately.
- Monitor variety of email inboxes and send self-referrals to appropriate team.
- Book follow up appointments as required
- Maintain spreadsheets to monitor workload.
- Maintain daily contact with colleagues working within the team to ensure priorities are met and targets achieved
- Regularly update management team regarding outstanding issues, potential areas of concern and any other associated problem.
- Use multiple systems in order to process requests and communicate information to job related stakeholders.
- Use initiative when dealing with general public in order to manage people expectations and overcome barriers.
- Liaise with Safeguarding as needed.
- Work effectively as part of the multi-disciplinary tea
Person specification
Qualifications
Essential criteria
- • Good standard of general education.
Desirable criteria
- • Keyboard and IT skills
- • NVQ Level 2 or above
Experience
Essential criteria
- • Ability to work as a member of a team or independently.
Desirable criteria
- • Previous clerical experience
- • Previous experience with Maternity systems/HIS/CRIS
Skills
Essential criteria
- • Good communication and organisational skills
- • Knowledge of spreadsheets for data collection.
Desirable criteria
- • Previous experience in dealing with the public
Knowledge
Essential criteria
- • Good knowledge of clerical skills required.
Desirable criteria
- • Experience of working within the NHS.
Additional
Essential criteria
- Flexible, hard working
- Smart appearance
- Cheerful manner
- • Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Louise Huxley
- Job title
- Team Leader – Ashton Midwifery Team
- Email address
- [email protected]
- Telephone number
- 07740483286
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