Admin Assistant/ Audio Typist, Band 2- Paediatrics

3 weeks ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

Audio Typist/Admin Assistant - Band 2 Paediatrics & Neonatal (24 hours a week)

We are seeking to appoint an efficient and enthusiastic Audio-typist/ Administrative Assistant to join our friendly team within Acute Paediatric Services at Gloucestershire Royal Hospital.

This role entails a substantial amount of audio typing, organisation, and collaboration with other team members, as well as performing administrative duties as instructed by the Secretary Supervisor/ Secretaries. The position demands a dedicated work approach with meticulous attention to detail.

The post-holder will be expected to work as part of an Administrative Team and will report to the Administration Lead.

Under the direction of the Admin Team Lead, you will provide general administrative support to both the Lead and the team of speciality secretaries. Duties include the collection and delivery of notes, incoming and outgoing post and general office administrative duties, including responding to queries from internal and external sources and the audio transcription of documents. The post holder will be required to work as part of a team and have a flexible attitude to work and provide cross cover during periods of staff absence.

You will need to be able to demonstrate
- Good written and verbal communication skills with a good command of English, punctuation and grammar
- Experience in Microsoft Office packages
- IT capable to ensure proficient use of hospital computer systems
- Proficient and accurate Audio typing skills
- An excellent, professional telephone manner
- Proven organisational skills with the ability to prioritise workload and to work to deadlines
- Ability to work flexibly within a team
- Ability to work quickly and accurately
- Ability to use own judgement and initiative as appropriate

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
- Undertaking typing tasks as requested by the secretary supervisor or secretaries.
- Filing clinic letters and reports into patient medical notes within the department (or this may be required to be done directly at Health Records in Gloucester or Cheltenham).
- Managing the mail for the unit by opening and sorting incoming post, stuffing envelopes and sending out correspondence both internally and externally
- Request and return notes on behalf of the department, including using the electronic tracer system
- Taking/collecting urgent notes or requests to relevant departments in order to minimise delays
- Clerical tasks as required i.e. faxing, photocopying, filing, answering the telephone, etc to support team members.
- Comprehensive use of in-house patient administration system to check information on patients, outpatient appointments and results etc.
- Responsible for chasing queries where patient contact details are incorrect
- Undertaking collation tasks when required, such as photocopying and distributing meeting paperwork, making up clinical packs, etc
- Undertake work when requested by the line manager or secretaries as well as prioritising workload appropriately
- Communicate inter-departmentally with all levels of staff, MDT functions, GPs, patients and their relatives.
- On the request from the lead coordinator you may be required to cover colleagues during absences/annual/sick leave etc. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
- Undertake any other appropriate duties, commensurate with the role as required at the request of your line manager.
- Movement of medical notes on a daily basis (Manual Handling Training Provided). This can range from one set of notes to bags weighing up to 15kg’

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