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
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 e-roster 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.
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.
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Detailed job description and main responsibilities
Please review the detailed job description and main duties section for the full outline of this role.
Please take Note: This vacancy has been advertised in accordance with the new NHS pay rate which will take effect from autumn 2024. Please note if your employment starts before the 24/25 pay scales are implemented you will be paid under the 23/24 pay scales and any backpay will be adjusted accordingly. Further information can be found at .
Person specification
Education and qualifications
Essential criteria
11. •Able to produce evidence of a good basic education including numeracy and literacy skills.
12. •NVQ3 in secretarial or office administration or skills gained by equivalent experience or show a willingness to work towards this qualification
Desirable criteria
13. •Computer programmes.
EXPERIENCE AND KNOWLEDGE
Essential criteria
14. Experience in using appointment systems.
Desirable criteria
15. •Clerical Experience in NHS setting
16. •Knowledge of working in medical setting and using medical terminology.
17. •Use of Rio Data Recording Systems
SKILLS and ABILITIES
Essential criteria
18. •Excellent communication skills, both face to face and via telephone.
19. •Ability to handle patient queries tactfully and respectfully.
20. •Ability to deal with more than one issue at a time and to balance conflicting demands.
21. •Ability to learn new software programmes.
PERSONAL QUALITIES
Essential criteria
22. •Positive attitude
23. •Able to take a self-reflective approach to own practice and to engage in clinical supervision.
24. Able to diffuse potential conflict or aggressive situations
We reserve the right to expire vacancies prior to the advertised closing date once a sufficient number of applications have been received.
You will only be contacted by the Recruitment Team via email if you are shortlisted for this post. Please ensure therefore that you check your e-mail account regularly.
Please note in order to progress your application, your data will be processed by our 3rd party recruitment providers – North London Partners Shared Service, (NLPSS) who conduct recruitment activities on behalf of NMUH.
If you are offered a role with one of the NLPSS partner trusts, as part of pre-employment checks your identity and right to work documentation will be verified remotely (in most circumstances), using a certified identity verification service provider TrustID. You will be asked to capture an image of the relevant documents as well as a “selfie” using your smartphone/tablet (if available) for facial matching. TrustID will also perform a digital address check using Trunarrative and Equifax, which is a soft check and does not leave a footprint on your credit rating. For more information, visit
NMUH uses identification scanning technology to confirm the authenticity of documents; all prospective employees of NMUH will have their original documents verified using this technology.
By applying for this post you are agreeing to NMUH transferring the information contained in this application to its preferred applicant management system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Record (ESR) system and other secure, internal NHS workforce systems.
By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at saving you time and improving efficiencies within the NHS when your employment transfers. Therefore we want you to complete your e-learning modules prior to joining our organisation.
If you are an EU/EEA citizen who does not have EU Settlement or Pre-Settled status, you will require a visa to work in the UK.
If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the