Official Specifications
Role Overview & Mandate
Executive Summary
We are seeking an enthusiastic and proactive individual to provide comprehensive and confidential administrative and clerical activities for Ward 34...
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We are seeking an enthusiastic and proactive individual to provide comprehensive and confidential administrative and clerical activities for Ward 34 - Haematology Department at Coventry Warwickshire NHS Trust. This post is a part-time position. The successful candidate will be expected to meet the needs of the Ward Department in accordance with Departmental, Trust and National standards, policies and procedures. The individual will be able to effectively communicate related information and advice to enable the multi-disciplinary team to achieve operational excellence.
Please be advised there is a proposed interview date of week commencing 17th April 2023.
To provide comprehensive and confidential administrative and clerical activities to meet the needs of the Haematology/Oncology Department in accordance with Departmental, Trust and National standards, policies and procedures. To effectively communicate related information and advice to enable the multi-disciplinary team to achieve operational excellence.
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence®designated organisation – please click the link for further details about this prestigious award.Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
1. Act as the first point of contact for dealing with routine enquiries and take action as necessary liaising with others as appropriate.
2. Communicate with staff, patients and/or external organisations using appropriate methods.
3. Maintain both manual and electronic filing systems and databases, as required by the department and Trust policies, ensuring all documents are accurately and appropriately archived.
4. Maintain an efficient and comprehensive administrative service, including photocopying, providing support to the departments and other team members as requested.
5. Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may also include iPM, CRRS, and Mosiaq etc.
6. Collate, input and monitor department documentation and information to assist with the production of monthly reports for the department.
7. Responsible for the dissemination of all relevant information to departments, external and internal users (e.g. dissemination of minutes, memos).
8. Assist with training new team members in Trust operational systems and department procedures.
9. Responsible for ordering stationery and other equipment whilst monitoring and maintaining stock levels using Integra system.
10. Responsible for the receipt and distribution of incoming/outgoing post and action accordingly.
11. Prioritise daily tasks to achieve timescales set.
12. Act as first point of contact for complaints within the department, dealing with them accordingly and in line with Trust policy and values and departmental standards.
13. Provide appropriate cover in the absence of other members of the team.
14. Continually contribute to patient and business improvement Agendas. Share ideas for potential service improvement.
For further details of the job role please see attached job description.
Please be advised there is a proposed interview date of week commencing 17th April 2023.
To provide comprehensive and confidential administrative and clerical activities to meet the needs of the Haematology/Oncology Department in accordance with Departmental, Trust and National standards, policies and procedures. To effectively communicate related information and advice to enable the multi-disciplinary team to achieve operational excellence.
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence®designated organisation – please click the link for further details about this prestigious award.Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
1. Act as the first point of contact for dealing with routine enquiries and take action as necessary liaising with others as appropriate.
2. Communicate with staff, patients and/or external organisations using appropriate methods.
3. Maintain both manual and electronic filing systems and databases, as required by the department and Trust policies, ensuring all documents are accurately and appropriately archived.
4. Maintain an efficient and comprehensive administrative service, including photocopying, providing support to the departments and other team members as requested.
5. Utilise relevant Trust IT systems, as determined by the role, ensure all relevant patient data is collected and input accurately in line with Trust guidelines. These systems may also include iPM, CRRS, and Mosiaq etc.
6. Collate, input and monitor department documentation and information to assist with the production of monthly reports for the department.
7. Responsible for the dissemination of all relevant information to departments, external and internal users (e.g. dissemination of minutes, memos).
8. Assist with training new team members in Trust operational systems and department procedures.
9. Responsible for ordering stationery and other equipment whilst monitoring and maintaining stock levels using Integra system.
10. Responsible for the receipt and distribution of incoming/outgoing post and action accordingly.
11. Prioritise daily tasks to achieve timescales set.
12. Act as first point of contact for complaints within the department, dealing with them accordingly and in line with Trust policy and values and departmental standards.
13. Provide appropriate cover in the absence of other members of the team.
14. Continually contribute to patient and business improvement Agendas. Share ideas for potential service improvement.
For further details of the job role please see attached job description.
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