Senior Medical Team Administrator

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Job overview

Job Title: Senior Medical Team Administrator

Band: Band 4 (£25,147-£27,596)

Base: Flexibility is required across the three main hospital sites (Leicester Royal Infirmary, Leicester General Hospital and Glenfield Hospital).

Hours: Full Time Position (30 hours)

Reports to: Service Manager

Accountable to: General Manager

With over 2,500 staff and a budget of over £150 million per annum, the Clinical Support & Imaging Clinical Management Group is proud to represent a diverse portfolio of 10 services that include allied health, medical, scientific, pharmacy, nursing, administration and management across both acute and community sites.

We have recently launched our first Community Diagnostic Centre at the Leicester General Hospital and are active participants in regional imaging and pathology networks. The overriding purpose is to support the provision of the highest quality patient care through personal actions and continuous improvement across the CSI portfolio.

We encourage applications from all backgrounds, communities and industries and are committed to having a team that is made up of diverse skills, experiences and abilities.

Main duties of the job

As a key member of staff supporting the Consultant group, the post holder will contribute to the development and implementation of key objectives across the Clinical Management Group (CMG) to deliver efficient services and effective patient care. This post holder will be joining a friendly team working together to
achieve a common goal.

• Take a proactive approach in supporting the sub group lead consultant and the consultant group by anticipating their requirements, identifying matters which must be dealt with them personally and allowing them to maximise their time.
• To manage complex diaries, prioritising commitments, rescheduling as necessary, using own initiative and judgement to ensure time is used effectively and efficiently
• To monitor and prioritise correspondence, identifying issues that require particular attention to avoid escalation. Compose replies to correspondence from brief instructions and to deal effectively with routine correspondence.
• Organise, minute and keep action logs for complex meetings on a regular basis ensuring suitable availability of all members involved, resolving conflicting priorities as necessary.
• To use sound judgement, to seek advice or alert senior managers about sensitive matters.
• To allocate vetting, reporting in a timely manner and have a proactive approach to the week ahead.

Working for our organisation

Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).

We have four primary goals:

• high-quality care for all,
• being a great place to work,
• partnerships for impact, and
• research and education excellence

And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.

Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:

• we are compassionate,
• we are proud,
• we are inclusive, and
• we are one team

This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.

About the University Hospitals of Leicester NHS Trust:

http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacanc...

Detailed job description and main responsibilities

• You will be required to provide general secretarial support to the Sub group lead Consultant and the Consultant group.
• To undertake such other tasks that may be specific in nature to the CMG operational leads.
• You will be required to work flexibly as part of a team and undertake other duties commensurate to the grade as required.
• You will work autonomously to organize diary commitments using discretion and your own initiative.
• You will be required to produce a high standard of work at all times, in particular when working under pressure, in order to meet strict and demanding deadlines

Person specification

Experience

Essential criteria

• Extensive secretarial experience working at a senior level
• Electronic Diary Management

Communication and Relationship Skills

Essential criteria

• Effective communication skills
• Able to act on own initiative

Planning and Organisation Skills

Essential criteria

• Planning and Organisation skills with the ability to prioritise schedules and workloads
• Organising and arranging teleconferences / travel / accommodations / housekeeping and maintenance

Skills

Essential criteria

• Advanced MS Office packages, especially Excel and Word to ECDL Standards
• Experience of dealing with customers / patients and complaints

Training and Qualifications

Essential criteria

• Educated to GCSE standard or equivalent
• RSA II or equivalent typing

Other Requirements Specific to the Role

Desirable criteria

• NHS Systems & Procedures

Additional Information

Please submit your application form without delay to avoid disappointment; we will close vacancies prior to the publishing closing date if we receive a sufficient number of completed application forms.

Please check the email account (including your junk mail) that you supplied as part of your application on a regular basis following the closing date and throughout the recruitment process, as this is how we will communicate with you.

UHL is an equal opportunities employer. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from people from all backgrounds who match our job criteria.

Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

UHL is committed to helping colleagues balance the demands of both their work and personal needs through flexible working arrangements wherever reasonably practicable and subject to service needs.

Disclosure and Barring Service Check

Please note if you are successful in obtaining this position and the post involves regulated activity you will be required to undertake a Disclosure & Barring Service check.

The Trust will pay for the check initially and the money will then be deducted from your salary over a three month period commencing on your first month's payment.

The current price of a check is £38 for an enhanced and £18 for a standard check.

COVID 19 Risk Assessment

Due to the current Covid pandemic we have introduced a staff risk assessment into our pre-employment process. This now forms part of the mandatory pre-employment checks that will be carried out if you receive a conditional offer.

The risk assessment is intended to ensure you are able to safely perform your duties in any of our work areas, and if you have been identified as being particularly vulnerable to coronavirus. Our main aim is to reduce risk and to ensure the safety of all new starters to the Trust as well as current staff, patients and visitors.

If it is identified that you are within a vulnerable category, we will endeavor to make reasonable adjustments to accommodate this through discussions with both Occupational Health and your recruiting manager.

Covid Vaccination Status

Covid-19 vaccination remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We therefore continue to encourage our current and potential colleagues to get vaccinated.

University Hospitals of Leicester NHS Trust holds the principles of equality, diversity and inclusion at the heart of everything it does and all that it stands for. We are committed to developing a workforce that is representative of the community we serve. We welcome applications from the diverse community of Leicester, Leicester and Rutland, to help deliver healthcare services that meets the needs of our diverse communities.

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.

Documents to download

• 358-6655015-EMPCC (PDF, 600.5KB)
• Understanding your right to work in the UK (PDF, 1.1MB)
• Employee Benefits (PDF, 578.5KB)