Dietetics Senior Clerical Assistant

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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

We are looking for an experienced band 3 clerical assistant who is familiar with managing out-patient booking systems and NHS patient systems. The post holder will work as part of a small dedicated team to provide clerical support to the dietetic team across North and South Warwickshire. The post will be based at Warwick Hospital, Warwick

Key tasks include being the first point of contact for patient queries, booking out-patient appointments (face to face, telephone, video and groups), amending appointments, entering referrals, modifying clinics and resolving tasks on EMIS. Furthermore, you will be responsible for photocopying, minute taking and booking rooms.

We support flexible, and agile working and are able to offer 2 work from home days following the successful completion of the probation process.

Main duties of the job

To provide comprehensive, confidential administrative support to the Warwickshire Dietetic team based at George Eliot, Warwick & Leamington Hospitals.

To actively be involved in the out-patient booking service.

To ensure clinical correspondence with other HCP's is undertaken in a timely manner and available in patients records.

To provide training and support for other administrative staff in the department and contribute to the induction of Dietetic staff.

Working for our organisation

Come and join a Trust rated Outstanding by the CQC. South Warwickshire 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.

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, 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 out-patient and community referrals via EMIS and to ensure clinics are filled; highlighting where waiting lists are increasing or resources are not being used to capacity.

Monitor out-patient and patient group waiting lists ensuring patients are seen within agreed timescales and highlighting where this is not occurring.

To be responsible for blocking clinics/slots and cancelling out-patient clinics and patient groups on EMIS and the cancelling of clinical rooms to enable other service users to use a room that we do not need.

To move or create ad-hoc clinics and extend existing clinics.

To undertake new and follow up appointment bookings for Dietetic clinics and patient groups including telephone bookings.

To undertake cancellation and rescheduling of patient groups, clinics and appointments as required.

To send correspondence to patients and referrers regarding out-patient bookings and attendance.

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 retrieve patient records when required.

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 patient groups, training and meeting rooms, as requested.

To undertake reception duties, dealing with visitors enquiries in a professional and courteous manner.

To assist in the induction of new dietitians, students and admin staff regarding administration procedures.

To ensure tasks undertaken by junior admin staff are completed to a satisfactory standard and in a timely manner.

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

• Experience of using a NHS Patient Administration System or equivalent
• 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

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 telephone 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 members 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 Job Requirements

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

IMPORTANT INFORMATION

Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don't want to miss out we recommend submitting your application as early as possible.

The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).

Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.

We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.

Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.

South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.

All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it's a great way to help our patients, visitors and staff stay healthy.

The Trust is part of a 'Foundation Group' through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.

Employer certification / accreditation badges

Documents to download

• Job Description (PDF, 160.6KB)
• Senior Clerical Officer 3 PS (PDF, 130.8KB)