Job Description

Band 3






Main area
Corporate
Grade
Band 3
Contract
12 months (Fixed term / Secondment)
Hours

• Full time
• Part time
• Flexible working
• Home or remote working

37.5 hours per week (Expected to cover colleagues hours when they are on annual leave.)
Job ref
164-5341718-B


Site
City Campus
Town
Nottingham
Salary
\xc2\xa322,816 - \xc2\xa324,336 per annum pro rata
Salary period
Yearly
Closing
07/12/2023 23:59


Job overview The post-holder will join a small team in a very high profile area of work for the Trust. The Independent Maternity Review (IMR) has been described as the biggest maternity scandal in the history of the NHS, and it is the role of the internal team to ensure that the external reviewer have all the documents they require to undertake their assessments. An eye for detail is essential as it the ability to work to tight deadlines, as the requirement is to provide the information accurately, comprehensively and in a timely fashion. The team works with a wide range of internal stakeholders, as well as the external review team, and so strong communication skills are required. The team mainly works remotely, although on-site options can be explored, and therefore, self-motivation is a key factor in this role. However, this is an opportunity to contribute in a major way to a process which will contribute in a many ways to bringing closure to families with concerns about their maternity experience, and by ensuring that the internal administrative processes are sound, protect and enhance the reputation of the Trust.
Main duties of the job In addition to the brief list above you must familiarise yourself with the full job description and person specification attached to this advert prior to applying. The post-holder will:

• Be involved in the collation of patient and other records on a large scale in readiness for transfer to the external team.

• Help maintain a complex Master Data Management System and other IMR databases.

• Liaise with key stakeholders across the Trust to locate a range of historical documents

• Contribute to the creation of reports for the Programme Director to inform various Trust committees

• Liaise with the administration team of the external review

\xc2\xb7 Deal with a wide range of ad-hoc requests for information. \xc2\xb7 Be a key member of the core IMR Team
Working for our organisation With over 17,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation. Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!

Detailed job description and main responsibilities Working as part of a team you will provide high quality audio typing and an administrative service to consultants and their teams. Accurately transcribing from Winscribe digital dictation and Winscribe Speech Recognition digital dictation, out patient clinical letters and miscellaneous clinical correspondence including advice and guidance to a high standard with specified time scales. To answer telephone calls and deal appropriately with enquiries from patients, staff and the general public, seeking advice or referring else where if necessary. Liaise with Waiting List Co-ordinator\'s to ensure patients are treated within breach dates. Use relevant electronic booking systems to arrange appointment s for follow-up clinics, as instructed by the medical/nursing staff. Collection /sending out and processing of incoming /outgoing mail and documentation. Dealing with incoming mails and results. Maintain flexible working arrangements in times of sickness and absence of colleagues in order to facilitate the smooth running of the service. Please refer to the job description and person specification attached to the advert for the full details of the vacancy.
Person specification

training and qualifications
Essential criteria

• Previous secretarial and clerical experience
• 4 A to C grade GCSE\'S or equivalent including English and Maths
• Word processing /text processing experience. Experience in using Microsoft word, Excel, Outlook.

Desirable criteria

• Advanced competence in PAS and HISS, including appointments, registration of patients, Medical Office. RSA lll Customer Care Training. Audio typing

Experience
Essential criteria

• Ensures all data inputted to hospital computer systems is accurate and up to date.
• Previous experience of dealing with the public, by telephone or personally.

Communication and Relationship skills
Essential criteria

• Excellent communication and interpersonal skills.
• Ability to communicate at all levels.
• Ability to liaise with patients/clients in a caring and considerate manner in person or by telephone.
• Confident and assertive in approach.
• Friendly disposition.
• Ability to deal with patients/relatives/members of the multidiscliplinary team who are upset/angry in a calm and caring manner and negotiate a satisfactory outcome.

Analytical and Judgement skills
Essential criteria

• Ability to use judgmental skills and decision making on a daily basis. Ability to work using own initiative.

Planning and Organisation Skills
Essential criteria

• Ability to prioritise and organise own workload to strict timescales within the working day to a high standard. This is performed in line with current trust policy/guidelines and under the direction of the department manager
• Willingness to take on board policy changes as directed by manager.
• Ability to train new memebers of staff in the current duties of their role.

Physical skills
Essential criteria

• Consistent viewing of the VDU screen for majority of working day ensuring accuracy when putting vital information for long period of time.
• Sitting at reception desk receiving high volumes of telephone calls on a daily basis.
• Ability to lift case notes of various weights form different heights using regulation step stools.
• Physically fit - post entails visiting other departments throughout the hospital.
• Mental Effort -Ability and concentrate in a busy environment.
• Accuracy and concentration essential in producing medical secretarial work and inputting data into Colposcopy data base.
• Ability to deal appropriately with patients discussing sensitive and confidential information.

Other
Essential criteria

• Ability to provide cover for sickness, absence and annual leave. Ability to work in a busy environment.

Employer certification / accreditation badges

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.