Unscheduled Care Office Administrator, Band 3

6 months ago


Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

The role will involve working with confidential information and dealing with sensitive issues so a knowledge of data protection and safeguarding would be an advantage. The post holder would need to provide a courteous, efficient and professional service, making a valuable contribution to support the team in tasks and daily workload.

The post holder will manage consultants’ correspondence, dealing with telephone calls/typing letters with a potentially distressing or emotional content, audio typing, minute taking for departmental meetings, moving and handling of patient notes daily which are often heavy (10-15kg+), handling patient queries, and liaising with other healthcare professionals in order to support the delivery of Trust activity targets and deliver safe patient care.

Computer literate in all Microsoft packages is essential. Ability to multi-task.

Additionally, the post holder will assist the medical rota co-ordinators in building rosters to maintain safe staffing levels, including liaising with a varying healthcare professionals and assist the rota coordinator in responding to doctors’ queries and advertise shifts on locums’ nest as and when required. You will also need to be willing to help with any other administrative duties directed by the rota co-ordinator/departmental manager.

Knowledge of Trackcare/Infoflex/Digi/PACs is desired but not essential.

Working as a team player is an integral part of the job role therefore good communication skills are key.

We are a very busy department and we require an energetic, enthusiastic and well organised individual to join our team as a Office Administrator in the Unscheduled Care Department. You will work alongside a small secretarial and rota co-ordinator team and support provision for Consultant and Specialist Nurse led inpatient services.

If you like to be kept busy, enjoy variety and have a good eye for detail whilst working under pressure then you could be the person we are looking for.

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.

Typing correspondence to patients, GP's, medical staff and any other required addressee, following clinical attendance or other patient contacts as directed by the USC Secretary Supervisor.

Take and transcribe minutes as appropriate

Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. chase up requesting investigations, transcription etc.

Regularly informing the Secretary Supervisor about progress and flagging up as a matter of urgency any issues, for example, difficult queries from patients etc.

Diary management, including booking meeting dates and venues, organising and distributing paperwork as required.

As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the Admin Manager/PALS/Supervisor Secretary to respond or escalate appropriately.

To cover colleagues during absences/annual leave/sick leave as directed by the Assistant General Manger. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.

Undertake routine office duties including electronic note tracking, photocopying, filing of correspondence and results for maintenance of records.

Assist in the training and induction for new and existing colleagues.

Taking the initiative as an when required as well as working flexibly and adapting to demands of the Department/Team as appropriate.

Undertake any other duties within the role, as required at the request of your Line Manager.


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