Total 95 Administrative / Clerical job vacancies in Norwich, NR1 1EF

1 To independently manage, carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties without direct supervision (deciding when it is necessary to refer to the line manager), which will include: Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include medical terminology and deal with matters of a complex and/or distressing nature. Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents. Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner. Researching appropriate websites, downloading and circulating documents, as requested. Managing own and Directors/Senior Managers emails, dealing with as much as possible and using a flagging system to prioritise those for the Directors/Senior Managers attention. To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them on behalf of the Director/Senior Manager. 2 To manage and maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring that papers are ready for meetings, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings. 3 To build effective working relationships with the Directors, Senior Management Teams, Clinical Leads and Clinical Teams which are supported by the Administration Team. 4 To review reports and collect specific data and information when requested. Monitoring service provision and performance identifying the effectiveness of service provision and identifying where improvements could be made to promote an efficient, quality service. 5 To communicate professionally and effectively with colleagues, stakeholders and service users at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner. 6 To ensure there are robust and effective systems in place to ensure excellent communication within the team and to regularly update staff of any changes to the service. 7 To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times. 8 To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system and carrying out research into goods and services as required. 9 Inputting onto various databases and systems, e.g. SystmOne, PAS, Procurement system, Healthroster, TRAC and designated spreadsheets, within the required timescales and deadlines. 10 To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. To undertake any other site and facilities duties, as required. 11 To undertake financial duties and recording, as required by the Director/Senior Manager and, in conjunction with colleagues. 12 To be responsible for the day-to-day supervision of the Administration Team having oversight of the processes and work demands for all areas of the teams, ensuring appropriate prioritisation of work to meet deadlines. To directly supervise the staff in SSOCS & Stroke Administration Team on a daily basis. Including all aspects of first line management for the team and allocation of their work on a daily, weekly, and monthly basis. This includes: Taking into account the experience, skills set and availability of staff, to allocate work to take into account changes in staff availability and the changing demands of the service. To support the Admin Team Lead to ensure that there is sufficient staffing cover over all services supported by The Administration Team. To monitor and update the mandatory training for the team, ensure the staff remain compliant and to rectify any issues as required. To monitor sickness absence and to complete absence documentation, including welcome back meetings and supporting staff who are absent from work. To undertake appraisals and regular supervisions with all team members, dealing with any issues which may arise. Ensure that all supervisions are well documented, and any subsequent actions are completed. Ensure there are robust and effective systems in place to ensure excellent communication within the team and to regularly update staff of any changes to the service. Responsible for shared mailboxes. Assist with shortlisting and interviews. Liaise with procurement for accommodation requests in hotels etc. 13 To act as first point of contact for any queries on a daily basis in relation to processes, problems, complaints and if needed refer these to the Admin Team Lead. To implement policies for own work area and propose changes, as necessary and demonstrate own duties to new starters. 14 To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Admin Team Lead. 15 Create and design administrative processes and regularly review to ensure they meet the needs of the service and the organisation. 16 To provide training and support to colleagues include inducting and training new starters, temporary staff and apprentices when required as directed by the Admin Team Lead. 17 Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Leader or Business Support Manager. This may require travelling to other sites. 18 It is the post holders responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures. 19 To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites

Attend to all communications, for example, emails, faxes, investigation results on a daily basis and prioritising and actioning as required. Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases. Complete the Tertiary referral proforma/template for internal/external referrals as per Trust policy. Support meetings with minute taking as necessary. Frequent bending, lifting and transportation of heavy, bulky case notes throughout the day. Provide flexible cover and support to secretarial colleagues to ensure that the department is working optimally to best meet the needs of the service. Please refer to the Job Description for the full specification of responsibilities and requirements for this post.

1. Ensure all new referrals are recorded within the timeframe set 2. Ensure letters are sent out for patients appointments once initiated by users, by processing through the departments envelope/inserter machine ensuring all attachments are included 3. Opening and checking incoming mail and updating PAS as necessary, distributing and re-directing through the appropriate channels, e.g. Outpatient Referral Console or mailboxes 4. Access SCR & NHS Open Exeter identifying correct details and update PAS accordingly 5. Registering new patients who have no documentation, and prepare appropriate Health Record case note folder/labels 6. Ensure all new registrations are tracked on PAS to the Health Records Library, unless an appointment is pending within 48 hours, whereby track to appropriate destination 7. Answering telephones and dealing with appropriate requests or queries Please see the attached job description for full details. Please note that this advertised position, which is part of occupation code 4131 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.

Processing all incoming and outgoing correspondence; clinical and non-clinical, paper and electronic Audio typing clinical referrals, medical reports, medical certificates, general correspondence as requested Dealing with and troubleshooting and managing queries from doctors using a variety of communications (SystmOne, GP patient tasks, Outlook, Crescendo etc) Liaising with patients on behalf of the GPs. Liaising with hospital secretaries and out-patient services regarding consultant appointments for both NHS and private patients. Managing and processing medical reports logging requests, preparing dictated reports and invoices Managing, booking and monitoring appointments for all UMS consultant referrals on the national electronic booking system Maintaining accurate electronic records of all verbal and written communication within organisational systems (Clinical SystmOne, spreadsheets) Liaising with the UEA and Student Services, being mindful of confidentiality at all times. Coding medical records Assist with the registration of new patients Using own initiative to work out answers to queries, making phone calls to outside agencies when necessary eg; chasing up clinic letters locally and in other parts of UK, finding out when appointments will be. Managing and processing university medical certificates Redacting medical records (SARS subject access requests) accordingly and in line with protocols Chasing unpaid fees as requested by Business Manager Receiving and making telephone calls, taking/passing on messages accurately and timely in a courteous, professional manner. Maintaining internal and external telephone lists and contact details ensuring they are up to date Maintaining, receiving, ordering and accurately replenishing stationery stock Working with colleagues to help develop systems within the office to support the clinical and administrative staff, increase communication and increase time efficiency as the practice extends. To contribute towards an electronic filing system, to allow easy access to past work by all clinical and support staff to aid the practice to become more paperless Staff may be asked to undertake additional hours to cover for the holidays and illness of their colleagues. Please note: This job description is not exhaustive. You will also be required to carry out any other duties appropriate to this post, under the direct of the Doctors and Management. Full training and support provided in-house. Confidentiality must be adhered to at all times. There are some restrictions on taking annual leave during our busiest periods.

If you would like to find out more information about this role, please see the attached job specification.

Deal efficiently and effectively with direct and indirect (i.e. telephone, face to face) enquiries from patients, all levels of medical and nursing staff, GPs, Social Services and other health professionals and staff. Respond to enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible. Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns needing reassurance and who may present difficulties in communication e.g. terminally ill patients, deaf patients, mentally ill patients and elderly confused patients. Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases. Provide flexible cover and support to secretarial colleagues to ensure that the department is working optimally to best meet the needs of the service.

What skills and experience we're looking for

Qualifications: • Good numeracy and literacy skills/GCSE (or equivalent) Maths and English

Experience: • General or administrative experience • Fully competent at using ICT • Confident in use of Google suite and/or Office 365

Skills, Knowledge: • Ability to work on own initiative • Positive can-do attitude • Able to build good working relationships with stakeholders • Confident in prioritising day to day workload

What the school offers its staff

The Inspiration Trust offers all staff a range of benefits via our ‘my lifestyle' portal. All eligible staff will have access to a range of benefits from salary sacrifice schemes and employee discounts.

Commitment to safeguarding

Inspiration Trust is committed to safeguarding and all staff appointments are subject to satisfactory references and enhanced DBS checks. You will be required to provide references and undertake an enhanced Disclosure and Barring Service Check. This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We are an equal opportunities employer.

1. Attend to all communications, for example, emails, faxes, investigation results on a daily basis. Use judgement to undertake a preliminary assessment of content to determine the appropriate course of action and the priority for the consultants/clinical teams attention. 2. Accurately transcribe all correspondence by touch typing from audio/digital dictation or shorthand using knowledge of medical terminology. Generate routine and non-routine correspondence independently. 3. Assist patients and their carers by arranging translation/interpretation facilities. 4. Demonstrate and maintain knowledge and understanding of Trust RTT policy. 5. Update RTT in accordance with Trust guidelines and ensure accurate patient pathways, investigating and correcting errors as required. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases. Please note that this advertised position, which is part of occupation code 4211 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role.

2. Attend to all communications, for example, emails, faxes, investigation results on a daily basis and prioritising and actioning as required. 3. Accurately transcribe all correspondence by touch typing from audio / digital dictation or shorthand using knowledge of medical terminology. Generate routine and non-routine correspondence independently. 4. Assist patients and their Carers by arranging translation/interpretation facilities. 5. Demonstrate and maintain knowledge and understanding of Trust RTT policy. 6. Update RTT in accordance with Trust guidelines. Assist the Administration and Clerical team with data management utilising PAS and other departmental patient databases. 7. Complete the Tertiary referral proforma/template for internal/external referrals as per Trust policy Please note that this advertised position, which is part of occupation code 4211 does not meet the UKVI eligibility requirements for a Skilled Worker Visa (this includes if you are already in a sponsored post and looking to change employer). The Trust would not be able to issue a Certificate of Sponsorship for this role. Please refer to the Job Description for the full specification of responsibilities and requirements for this post.

Please view the attached job description for full details of the role and use your supporting statement to confirm how you meet the essential and desirable criteria on the job specification.

What skills and experience we're looking for

Qualifications: • Good numeracy and literacy skills/GCSE (or equivalent) Maths and English

Experience: • General or administrative experience • Fully competent at using ICT • Confident in use of Google suite and/or Office 365

Skills, Knowledge: • Ability to work on own initiative • Positive can-do attitude • Able to build good working relationships with stakeholders • Confident in prioritising day to day workload

What the school offers its staff

The Inspiration Trust offers all staff a range of benefits via our ‘my lifestyle' portal. All eligible staff will have access to a range of benefits from salary sacrifice schemes and employee discounts.

Commitment to safeguarding

Inspiration Trust is committed to safeguarding and all staff appointments are subject to satisfactory references and enhanced DBS checks. You will be required to provide references and undertake an enhanced Disclosure and Barring Service Check. This school is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We are an equal opportunities employer.

Are you a skilled experienced administrator with exceptional leadership qualities?
• This Admin Team Lead role will line manage the administration teams in Children's Services. All admin teams support multiple, complex, Specialist Clinical teams.
• To line manage, motivate and supervise Admin and Clerical staff with responsibility for effective workforce planning.
• To regularly participate in operational and strategic meetings.
• To support and deliver an effective and efficient administration service to Community Operations Administration Services (COAS) which includes Childrens & Specialist Services, Place Admin and the Single Point of Contact.
• To lead in areas of change; working closely with both administration and health colleagues to deliver a quality service.
• Collaborating and working alongside the Business Support Managers
• Line Management of 30+ staff across various sites including supervision and appraisals
• Monitor and manage staff performance including absence management
• Create and cultivate positive working relationships with Clinical leads and Service Leads
• To collaborate with Business Support Managers on projects
• Closely monitor and review patient pathways, working alongside the clinical team to meet and manage key performance indicators and work to resolve issues
• Review and manage delegated budgets
• Lead on recruitment, selection and retention

Apply now to join an organisation that has been awarded an ‘Outstanding’ rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
• Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
• Opportunity to join the NHS pension scheme.
• Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
• Free parking at most sites
• Supportive positive culture that is Well-Led with regular supervision
• Comprehensive in house and external training programmes available
• NHS discounts and many more

Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.

Organisational
• Day to day line management and supervision of Admin and Clerical Band 2, 3 and 4 staff across a wide range of roles, including work allocation when necessary.
• Liaise with a range of staff, service users and external partners and communicate complex, sensitive, and distressing information across service pathways.
• Review administrative systems and processes, developing policies and proposing and implementing improvements to working practices and procedures in line with relevant KPI requirements.
• Manage projects and support consultations as decided by the Admin Ops Manager.
• Monitor personnel activity across the region, ensuring that as far as possible, the admin and clerical workload is covered with the sites / localities on a daily basis and during planned or unplanned absence. There may be a requirement to help cover these posts.
• Conducting appraisals for Admin and Clerical staff; assessing training needs and instigating appropriate action. Maintaining mandatory training records and ensuring staff are compliant.
• Recording and monitoring of staff sickness and annual leave and other absence, completion of payroll documents and responsibility for ensuring that personal files are maintained and up to date.
• Managing staff performance issues, dealing with first level grievances, disciplinaries and handling complaints.
• As an authorised signatory, manage and review a delegated budget, identifying potential problems and proposing solutions. Verify and authorise admin and clerical claims, overtime, annual leave etc.
• Organise, plan and attend admin and clerical team meetings, cascade information and discuss issues.
• Assist with recruitment, selection and induction of Admin and Clerical staff.
• To receive and process referrals into the service, which may be To liaise with health professionals to triage and correctly process referrals.
• To prioritise urgent referrals and to employ effective waiting list management and appointment booking as directed by Admin Ops Manager, resolving appointment conflicts, and identifying and seeking to resolve potential problems as they arise.

Professional


• To demonstrate good customer care and communication skills when communicating with the public and with other health care professionals, overcoming barriers to understanding.
• To provide supervision and support to new starters, temporary staff and apprentices where required.
• To use a range of software programs and systems to produce, maintain and distribute documents including reports, spread sheets, databases and presentations.
• To understand a range of work procedures and practices, some of which are non- routine, and to work flexibly with all clinical services providing comprehensive administrative This will involve travel to other sites.
• To undertake a range of administrative duties including production of clinical summaries, reports, forms, letters and notices; maintaining schedules and diaries; organising meetings and undertaking formal minute-taking; preparing patient held records and notes; making room bookings and arranging room layout and equipment; undertaking absence reporting; monitoring and recording mandatory training and other reasonable duties as required.
• To be committed to working within a changing environment, responding positively to new demands and changes, and to be an active team member recognising potential problems, and escalating these and any constructive ideas for improvement on to the appropriate person.
• To set up and maintain comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date, and that filing is carried out in a timely and accurate manner.
• To be responsible for checking own work and the other members of the team, using a robust audit, and reporting process, to maintain the high quality of work undertaken.
• To be responsible for the efficient use of office equipment and To undertake ordering of office and clinical supplies, monitoring and maintaining stock levels, requisitioning, and receipting goods and services on NHS procurement systems and carrying out research into goods and services as required.
• To report maintenance, cleaning and health and safety issues in line with current procedures, keeping the line / site manager informed at all times.
• To implement policies for own work area and propose changes as necessary.
• It is the post-holder’s responsibility to ensure that they have undertaken all mandatory training, in line with the Trusts policies and procedure.


This advert closes on Sunday 4 Aug 2024

Proud member of the Disability Confident employer scheme

Organisational Day to day line management and supervision of Admin and Clerical Band 2, 3 and 4 staff across a wide range of roles, including work allocation when necessary. Liaise with a range of staff, service users and external partners and communicate complex, sensitive, and distressing information across service pathways. Review administrative systems and processes, developing policies and proposing and implementing improvements to working practices and procedures in line with relevant KPI requirements. Manage projects and support consultations as decided by the Admin Ops Manager. Monitor personnel activity across the region, ensuring that as far as possible, the admin and clerical workload is covered with the sites / localities on a daily basis and during planned or unplanned absence. There may be a requirement to help cover these posts. Conducting appraisals for Admin and Clerical staff; assessing training needs and instigating appropriate action. Maintaining mandatory training records and ensuring staff are compliant. Recording and monitoring of staff sickness and annual leave and other absence, completion of payroll documents and responsibility for ensuring that personal files are maintained and up to date. Managing staff performance issues, dealing with first level grievances, disciplinaries and handling complaints. As an authorised signatory, manage and review a delegated budget, identifying potential problems and proposing solutions. Verify and authorise admin and clerical claims, overtime, annual leave etc. Organise, plan and attend admin and clerical team meetings, cascade information and discuss issues. Assist with recruitment, selection and induction of Admin and Clerical staff. To receive and process referrals into the service, which may be To liaise with health professionals to triage and correctly process referrals. To prioritise urgent referrals and to employ effective waiting list management and appointment booking as directed by Admin Ops Manager, resolving appointment conflicts, and identifying and seeking to resolve potential problems as they arise. Professional To demonstrate good customer care and communication skills when communicating with the public and with other health care professionals, overcoming barriers to understanding. To provide supervision and support to new starters, temporary staff and apprentices where required. To use a range of software programs and systems to produce, maintain and distribute documents including reports, spread sheets, databases and presentations. To understand a range of work procedures and practices, some of which are non- routine, and to work flexibly with all clinical services providing comprehensive administrative This will involve travel to other sites. To undertake a range of administrative duties including production of clinical summaries, reports, forms, letters and notices; maintaining schedules and diaries; organising meetings and undertaking formal minute-taking; preparing patient held records and notes; making room bookings and arranging room layout and equipment; undertaking absence reporting; monitoring and recording mandatory training and other reasonable duties as required. To be committed to working within a changing environment, responding positively to new demands and changes, and to be an active team member recognising potential problems, and escalating these and any constructive ideas for improvement on to the appropriate person. To set up and maintain comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date, and that filing is carried out in a timely and accurate manner. To be responsible for checking own work and the other members of the team, using a robust audit, and reporting process, to maintain the high quality of work undertaken. To be responsible for the efficient use of office equipment and To undertake ordering of office and clinical supplies, monitoring and maintaining stock levels, requisitioning, and receipting goods and services on NHS procurement systems and carrying out research into goods and services as required. To report maintenance, cleaning and health and safety issues in line with current procedures, keeping the line / site manager informed at all times. To implement policies for own work area and propose changes as necessary. It is the post-holders responsibility to ensure that they have undertaken all mandatory training, in line with the Trusts policies and procedure.

To undertake all reception duties, as required, in a pleasant and courteous manner with patients, visitors and other hospital staff. To liaise directly with Radiographers and other departmental team members, relaying information accurately and promptly. To undertake and update Soliton, ICE and PAS training to enable the post holder to carry out their duties accurately and efficiently to ensure the efficient running of the department. To be able to check ICE for electronic requests and deferred orders and register new patients on PAS in a timely manner to ensure the efficient running of the department. To undertake PAS training to enable the checking, amending and registration of patient demographic details as necessary and the checking of patient activity within the hospital, including changes to clinic appointments. To input and scan all paper referrals into Soliton (RIS) accurately and promptly to ensure information is up to date. To greet patients, check referral details, record/verify the attendance on Soliton (RIS) and direct to the waiting area. To greet pre-booked patients, locate and validate appointment referrals details on Soliton and direct to the waiting area. To use electronic work lists to schedule patient appointments according to clinical priority, associated waiting times or future clinic dates ensuring all capacity is utilised. To schedule patient appointments in turn and according to their clinical priority either by phone or by letter ensuring they are booked into the correct scheduling location according to the availability of Radiographers. To flag to immediate manager when there is a capacity shortfall that would result in patients breaching targets. Please see the attached job description for full details.

To organise and support the management of the pre-operative anaesthetic assessment clinics including patient correspondence and retrieving patients notes Deal efficiently and effectively with direct and indirect (i.e. telephone, face to face) enquiries from patients, all levels of medical and nursing staff, GPs, Social Services and other health professionals and staff. Respond to enquiries, providing routine and non-routine information and non-clinical advice, resolving problems where possible. Communicate appropriately with patients who may be fearful, aggressive or have sensitive concerns needing reassurance and who may present difficulties in communication e.g. terminally ill patients, deaf patients, mentally ill patients and elderly confused patients. Arranging translation/interpretation facilities via INTRAN. Attend to all communications, for example, emails, investigation results on a daily basis. Generate routine and non-routine correspondence independently. Dispatch reports and notes to other departments. Organise and support the management of the pre-operative assessment clinics including patient correspondence and retrieving patient notes. Maintain and update the Patient Administrative System (PAS) recording all new referrals in accordance with Trust policy. Exchange sensitive and confidential information with staff, patients, carers etc which required persuasive skills where agreement and co-operation is required. Frequent bending, lifting and transportation of heavy, bulky case notes (average weight of clinic notes handled is 17 kilo, excluding the weight of the trolley) throughout the day. Please refer to the Job Description for the full specification of responsibilities and requirements for this post.