Job summary
- Main area
- Administrator
- Grade
- NHS AfC: Band 3
- Contract
- Fixed term: 12 months (this will be reviewed annually as to whether hours can increase.)
- Hours
- Part time
- Job share
- Flexible working
- Job ref
- 393-NMUH-1502
- Employer
- North Middlesex University Hospital NHS Trust
- Employer type
- NHS
- Site
- St Michaels Site
- Town
- Enfield
- Salary
- £27,129 - £28,649 pro rata per annum inclusive of HCAs
- Salary period
- Yearly
- Closing
- 31/07/2024 23:59
Employer heading
Respiratory Administrator
NHS AfC: Band 3
The North Middlesex University Hospital NHS Trust is a medium-sized acute and community trust with over 525 beds and over 600 community staff, serving more than 600,000 people living across Enfield and Haringey and the surrounding areas, including Barnet and Waltham Forest.
The hospital has been on its present site for over 100 years and was established as an NHS trust by statute in December 1990. The Trust’s services are provided on the North Middlesex University Hospital site as well as a range of community sites across the London Borough of Enfield, including at partner hospitals. They provide services in collaboration with a range of partners, including local GPs, acute, mental health and other community health service providers across North Central London.
In the year ending 31 March 2022, the Trust reported a turnover of £419.7m and employed almost 4,000 staff. Following the transfer of Enfield Community Services on 1st April 2023, this has increased as we have welcomed over 600 new staff including District Nurses, Community Matrons, Community Physiotherapists, Psychologists and many more across a wide range of adult and children’s community services in Enfield. It is an exciting time to join North Mid as we continue our journey to become an integrated care organisation to deliver high quality, seamless care in our local communities, with a focus on tackling health inequalities.
Job overview
To provide administrative, secretarial, and clerical support within the Respiratory Team. This will include record keeping, managing appointments and communicating with clients and other services on behalf of the teams and clinicians and will be expected to work independently using own initiative with minimal direct supervision. The role involves a considerable amount of telephone contact with patients, carers and other health care professionals. Excellent, accurate computer skills are essential.
Main duties of the job
To take referrals and messages ensuring they are logged and passed on to the appropriate clinician in line with indicative urgency. To liaise with patients and their carers, relatives, Social Services, members of the Primary Healthcare Team and any other agencies as appropriate, maintaining confidentiality and treating all situations with sensitivity and tact.
To record referrals and retrieve patient information using the Rio Data Management System.
To scan referrals and upload them into the patient information system in an accurate and secure manner.
To administer appointments, receive patients and contribute sensitively towards resolution of problems that may arise with patients or their carers.
Working for our organisation
North Mid is part of North Central London integrated care system – consisting of the NHS and Local authority organisations in Camden, Islington, Barnet, Enfield and Haringey. As with other ICS’s, we are working increasingly closely with partners and indeed many of our financial and performance objectives are measured at this system level. Whilst all organisations remain as standalone, statutory bodies we have an ICS infrastructure for making shared decisions and agreeing shared approaches.
We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George’s University Grenada, and for nursing and midwifery students from Middlesex and City Universities.
Take a tour of our hospital here
Detailed job description and main responsibilities
Duties and Responsibilities:
1. To take referrals and messages ensuring they are logged and passed on to the appropriate clinician in line with indicative urgency. To liaise with patients and their carers, relatives, Social Services, members of the Primary Healthcare Team and any other agencies as appropriate, maintaining confidentiality and treating all situations with sensitivity and tact.
2. To record referrals and retrieve patient information using the Rio Data Management System.
3. To scan referrals and upload them into the patient information system in an accurate and secure manner.
4. To administer appointments, receive patients and contribute sensitively towards resolution of problems that may arise with patients or their carers.
5. To disseminate other information to clinical teams and managers as requested.
6. To organise care packages and/or referrals to other agencies, under the direction of a senior nurse.
7. Produce regular statistical performance information and to provide patient information on an ad hoc basis for management as requested.
8. Complete monthly sickness and absence information on eroster as requested.
9. To receive visitors and deal with telephone calls, where appropriate.
10. To provide non-clinical advice to patients, carers and members of the public.
11. To co-ordinate staff training days as requested.
12. To process deliveries and monitor invoices as directed by line manager
13. To be responsible for maintenance and archiving of patient records.
14. Assist with ordering and maintaining stocks of patient records and stationery supplies as required. This includes ordering specialist equipment as directed.
15. To type correspondence as required.
16. To carry out general photocopying.
17. To report and follow up maintenance problems with the appropriate department and to arrange for service and repairs of equipment.
18. Receive and distribute incoming and outgoing mail and any correspondence, including referral and discharge information.
19. Ensure the effective storage of information through the design, implementation and maintenance of an efficient filing or IT system, which complies with policies on record keeping.
20. Attend team and other meetings as required.
21. Ensure that patients requiring transport, interpreting or advocacy services have appropriate services arranged
Person specification
EDUCATION AND QUALIFICATIONS
Essential criteria
- • Able to produce evidence of a good basic education including numeracy and literacy skills.
- • NVQ3 in secretarial or office administration or skills gained by equivalent experience or show a willingness to work towards this qualification
Desirable criteria
- • Computer programmes.
EXPERIENCE AND KNOWLEDGE
Essential criteria
- Experience in using appointment systems.
Desirable criteria
- Clerical Experience in NHS setting
- Knowledge of working in medical setting and using medical terminology.
- Use of Rio Data Recording Systems
SKILLS and ABILITIES
Essential criteria
- Excellent communication skills, both face to face and via telephone.
- Ability to handle patient queries tactfully and respectfully.
- Ability to learn new software programmes.
- Ability to deal with more than one issue at a time and to balance conflicting demands.
PERSONAL QUALITIES
Essential criteria
- Positive attitude
- Able to take a self-reflective approach to own practice and to engage in clinical supervision.
- Able to diffuse potential conflict or aggressive situations
Employer certification / accreditation badges
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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
- Helen Littler
- Job title
- Respiratory consultant nurse
- Email address
- [email protected]
- Telephone number
- 02045535693
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