Job summary
- Main area
- Administration
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Part time
- Flexible working
- Job ref
- 203-SS1086
- Employer
- South Warwickshire University NHS Foundation Trust
- Employer type
- NHS
- Site
- George Eliot Hospital
- Town
- Nuneaton
- Salary
- £24,625 - £25,674 pro rata
- Salary period
- Yearly
- Closing
- 27/04/2025 23:59
Employer heading
Senior Clerical Assistant
Band 3
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
South Warwickshire Foundation Trust
Community Speech and Language Therapy (SALT) Team
Band 3 Clerical Assistant
22.5 hours per week
Permanent
Based at George Eliot Hospital, Nuneaton
This is an exciting opportunity for a committed, organised, enthusiastic individual to join the SALT Service, providing a service to the wider team across Warwickshire and Rugby.
Primarily based at The George Eliot Hospital, this varied post will involve liaising with the SALT teams, answering the telephone, contacting patients, data inputting and monitoring staff sickness/annual leave
A team player who shares our enthusiasm for patient centred care with experience of working in a healthcare setting is desirable. Excellent communication skills, flexibility, good time management and organisational skills are essential for this post.
You will receive ongoing support through appraisal, supervision and regular team meetings plus access to in-house training.
We will consider flexible working requests
For further information, please contact:
Frances Bate [email protected] Tel. 02476 865285
Main duties of the job
To provide comprehensive, confidential administrative support to the Community Speech & Language Therapy service mainly based at George Eliot Hospital
To actively be involved in the scheduling and coordination of appointments for SLT staff working in the Community SLT across Warwickshire.
To triage referrals into the service using standardised triage form.
To ensure clinical correspondence with other Health Care Professionals is undertaken in a timely manner and available in patients records
To provide training and support for staff in the department working with EMIS and contribute to the induction of new staff within the team.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, inclusive, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
To process community referrals via EMIS and in consultation with the SLTs ensure staff timetables are filled; highlighting where there are opportunities to flex which staff provide therapy and where resources are not being used to capacity.
To triage patients referred into the service using standardised triage form.
Monitor waiting lists ensuring patients are seen within agreed timescales and highlighting where this is not occurring.
To undertake the booking and cancellation and rescheduling of patient appointments as required.
To sensitively deal with patients with challenging behaviour, distressed relatives and carers.
To send correspondence to patients and referrers regarding appointments, advice sheets or patient transfer onto other services
To enter activity and discharge information onto EMIS.
To handle and process patient records in line with the requirements of the Data Protection Act and Departmental standards.
To monitor and manage the patient literature supplies, ensuring the up to date resources are available in all offices and order as required.
To take and transcribe minutes at meetings.
To deal with incoming telephone calls from staff, patients, external agencies and the general public, taking accurate messages and action when necessary.
To book rooms for staff meetings, patient groups and training as requested.
To undertake reception duties, dealing with visitors enquiries in a professional and courteous manner.
To assist in the induction of new members of the SLT teams, students and admin staff regarding administration procedures.
To attend and actively participate / contribute at monthly Admin meetings and any other Service meeting deemed appropriate i.e. Locality or Departmental meetings
To undertake general administrative duties including generating patient correspondence, sending / actioning electronic tasks, scanning documents, filing, photocopying, sending / checking electronic faxes ensuring that they are checked against EMIS and associated paperwork is instigated, check CESIL / Synertec alerts on a rota basis, respond to emails where appropriate, distributing resources, agenda’s minutes etc.
Person specification
Qualifications
Essential criteria
- Obtained an educational level of GCSE level A – C English and Maths or equivalent
- NVQ3, RSA3 or equivalent
Desirable criteria
- Attended EMIS training
Experience
Essential criteria
- Proven experience of dealing with internal and external clients both face to face and via the telephone
- Proven experience of the organisation and delivery of administrative system
Desirable criteria
- Experience of using a NHS Patient Administration System or equivalent
Skills
Essential criteria
- Must be able to demonstrate good communication skills in person, on the telephone and via written methods, including e-mail
- Must be able to take phone messages accurately and identify those which can be dealt with and those which require to be escalated
- Must be methodical and able to develop, organise and accurately maintain effective administrative systems
- Must be able to demonstrate a high level of accuracy and attention to detail in all work undertaken
- Must be able to accurately take minutes at meetings and word process minutes and agenda’s
- Must be able to demonstrate admin procedures to new staff and students
- Must be able to respond appropriately to varying workloads and prioritise work effectively
- Must be able to deal with interruptions and resume the task in hand without loss of efficiency
- Must be able to use general office equipment
- Must be confident and competent in using Microsoft Word, Excel and Electronic patient records
Personal Qualities
Essential criteria
- Able to work as part of a team in a friendly and enthusiastic manner
- Must be willing to attend and participate in service meetings, as and when required
- Ability to deal with distressing situations patients/relatives.
- Able to work on own initiative to meet agreed objectives and seek support and guidance when necessary
- Must be proactive, flexible and able to demonstrate good organisational skills
- To be able to adapt to change
- Must be able to demonstrate an understanding of the need for confidentiality in all aspects of work within the department
Other
Essential criteria
- Must be able to use general office equipment
- Able to manoeuvre boxes of patient records and stationery supplies using recommended moving and handling techniques
- Able to travel to other areas of the county to provide admin cover, attend meetings and training
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Frances Bate
- Job title
- Principal Speech and Language Therapist
- Email address
- [email protected]
- Telephone number
- 02476865285
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