Women’s Unit Administrative Assistant

at  Nottingham University Hospitals NHS Trust

To provide administrative and reception support in the Women’s unit which offers a range of services including colposcopy and hysteroscopy. Therefore sensitivity and empathy are required for this post. This is a shared position where it is essential for cross cover each other when on annual leave.
The post holder will provide high quality reception and administrative service to consultants and their teams. This will also involve ensuring referrals are vetted appropriately, booking appointments, managing clinics and associated files. Close liaison with G.P surgeries and patients to deal with telephone enquires from patients/medical staff and G.P practices. Providing a quality service on booking instructions and Trust waiting list guidelines.
The Women’s Unit is open from 8am until 6pm Monday to Friday, so cover will be required during these core hours.
In addition to the below summary you need to familiarise yourself with full Job Description and Person Specification.
Accept/decline new patient referrals from automatic Colposcopy Referral system following agreed protocols.
Use judgement and initiative to prioritise the importance/urgency of particular requests within defined guidelines.
Adhere to Trust policies and procedures relevant to your position.
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.
Using relevant electronic booking system to arrange appointments for follow up clinics, as instructed by the medical /nursing staff.
Collection/sending out and processing of incoming /outgoing mail and documentation .
Liaise with G.P surgeries, Treatment Centre, patients and other N.H.S. Trust staff to ensure correct information and patient details are registered at the time of referral.
Book new appointments at Nottingham City Hospital following prioritisation of patients in accordance with agreed protocols.
Ensuring fail-safe checks are maintained as per policy
In the absence of reception staff, welcome patients, check details in case notes and deal with enquirers from patients and medical staff. Provide secretarial duties to the women’s unit .
Clinic Preparation.
With over 19,000 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!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
The Colposcopy Unit consists of a small friendly multi-disciplined team who endeavor to provide high quality, holistic, patient centered care in a safe, pleasant friendly environment. We are committed to providing a service which upholds personal dignity, respects differences, and is sensitive to individual needs at all times. The Colposcopy unit is part of the Women’s Unit situated on the North Road City Campus which is part of the Family Health Division of the Nottingham University Hospital Trust.
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.
Working as part of a team on the Women’s Unit at City Hospital, you will be responsible for providing a front of house reception to our service users.
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 the clinical team to ensure patients are treated within breach dates. Use relevant electronic booking systems to arrange appointments for follow-up clinics, as instructed by the medical/nursing staff and maintaining clinics.
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.
This position will require the candidate to work on a Monday and Friday and one other day as mutually agreed

Please refer the Job description for details