Job overview
To provide a comprehensive and responsive administrative and clerical support service to facilitate the smooth running of the units.
Main duties of the job
1. To work flexibly as part of the ward team, using their initiative and experience to ensure all their incoming work is appropriately prioritised and actioned.
2. To be responsible for the maintenance of the ward’s administrative processes and systems, contributing to their on-going development and improvement.
3. To receive/welcome new patients onto the ward, checking particulars on their records and ensuring notes and necessary paperwork is collated and in order; ensuring identity bracelets are available for nursing staff; compiling sets of required blank documentation for emergency patients; informing the nurse in charge or deputy of any query new patients may have.
4. To answer the telephone, responding to all straightforward and complex questions and requests. Some issues raised may be of a sensitive nature and require tact and empathy when responding. Based on their own knowledge, to assess when to personally answer the question or action the request and when to refer it to a more senior member of staff, ensuring the caller is informed of the action to be taken
5. To use the case note tracking system to record the location of case notes, ensuring that the tracking system is maintained and that staff with access to it can locate case notes over a 24 hourperiod.
Further information about this role can be found on the Job Description and Person Specification document attached.
Working for our organisation
Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.
Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.
We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.
The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.
Detailed job description and main responsibilities
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
Person specification
Training and Qualifications
Essential criteria
6. A good standard of secondary education, including GCSE grade A-C or equivalent alternative qualification or experience
7. Literacy level 1 or equivalent (GCSE A-C)
8. Numeracy level 1 or equivalent
Desirable criteria
9. NVQ in Business and Administration or equivalent qualifications or experience
10. Literacy and numeral level 2 or equivalent GCSE A-C
Experience and Knowledge
Essential criteria
11. Previous administrative experience
12. Previous experience of working with and helping to maintain a range of office and administrative IT systems
13. Previous experience of working in a customer facing service, providing services directly to members of the public
14. Experience of working in and contributing to the performance of a team
Desirable criteria
15. Experience of working in a hospital, either inside or outside of the NHS
16. Experience of contributing to the development of administrative processes and systems
Skills and Ability
Essential criteria
17. Excellent communication and customer service skills, including a good command of both spoken and written English
18. Ability to develop and maintain good working relationships that facilitate the achievement of the ward’s responsibilities and objectives.
19. Ability to work without direct supervision ∙ Ability to prioritise work appropriately based on the needs of the service, ensuring that all tasks are undertaken within agreed/appropriate time scales.
20. Ability to respond effectively to unpredictable or difficult situations that may arise, knowing when to resolve personally, and when to refer to more senior colleagues.
21. A good practical understanding of office and administrative computer software packages.
22. IT skills, sufficient to competently use office software packages (e.g., MS Office) and hospital IT administrative systems, including the ability to input data and to analyse basic clinical and non-clinical data.
23. Ability to use own initiative to make sound decisions in terms of actions and priorities.
24. Demonstrates an ability to improve own standards and those of the team.
25. Demonstrates an ability to work methodically in the achievement of tasks.
26. Ability to fully understand what is meant by confidentiality and to follow Trust protocols.
27. Ability to work under pressure to ensure tasks are completed on time
28. Ability toworking flexibly and independently as part of a ward team
29. Flexible approach to working hours
Desirable criteria
30. ECDL, other information technology/word processing qualifications.
31. Experience of using NHS IT systems.