Job overview
We have a fantastic opportunity at Malton Hospital Outpatients/Medical Records Department for a Band 3 Administrative Assistant.
This post is centered on the Outpatients activity within the department, managing room bookings, uploading referrals, booking appointments, dealing with clinic cancellations and preparing Medical Records for clinics.
This post is essential to the effective running of the department.
You will need excellent communication and organisational skills, and be willing to learn and develop new skills. You will need to be able to demonstrate the ability to work independently, and be willing to be adaptable and flexible to meet the needs of this very busy department.
We are looking for a colleague who is positive, approachable, friendly, and able to work as part of a team, but also shows initiative and has a flexible and patient centred approach.
Main duties of the job
1. Knowledge/awareness of confidential information and record keeping.
2. Providing administrative support for the team.
3. Dealing with enquiries from other healthcare professionals and patients via email / phone / in person.
4. General administration to support the smooth running of the service.
5. To use the Trust's CPD (Core Patient Database) system and other data bases for which full training will be provided.
Working for our organisation
Our benefits
We offer a range of benefits to support our staff including:
6. Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants
7. 27 days holiday rising to 33 days (depending on NHS Trust service)
8. A variety of different types of paid and unpaid leave covering emergency and planned leave
9. Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme
10. NHS Car Lease scheme and Cycle to Work scheme
11. An extensive range of learning and development opportunities
12. Discounts on restaurants, getaways, shopping, motoring, cinema and finance through a range of provider
For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.
Trust Information Pack:
Detailed job description and main responsibilities
A full description of the role is available in the attachment: job description.
Please note that if a high number of applications are received this advert may close early. You are advised to submit you application at the earliest opportunity.
Working for the Trust
Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.
Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: .
As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.
Armed Forces Friendly Employer
We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britain’s Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.
Person specification
Skills
Essential criteria
13. Able to organise and prioritise own workload
14. Good communication skills on the telephone and face-to-face
15. Excellent interpersonal skills
16. Able to function effectively as part of a team
17. Attention to detail/ability to record accurate data
Knowledge, Training & Experience
Essential criteria
18. Educated to GCSE Level or equivalent. Maths and English at C or above – or equivalent qualification/demonstrable experience.
19. Previous clerical experience and knowledge equivalent to NVQ 3 Level
20. Experience of working with Microsoft packages
21. Understanding a range of work procedures and processes
Desirable criteria
22. Previous Office/Administrative experience in an NHS environment
23. Experience of dealing with confidential information or using patient administrative systems
24. Experience of processing Outpatient appointments
25. Experience of working in a receptionist capacity
26. Experience of numerical filing sequences or working within a medical records environment
personal attributes
Essential criteria
27. Self disciplined/motivated to function independently
28. Methodical and highly organised
29. Willingness to work flexibly in an environment with changing demands and priorities
Application numbers
Please note that if a high number of applications are received this advert may close early. You are advised to submit your application at the earliest opportunity.