06/03/2018 Jobwise training Whitechapel , London E1 1BB

Neurosciences Administrative Assistant E1 1BB

  • Sector: health social care
  • Location: Whitechapel , London
  • Reference: E1 1BB
Neurosciences Administrative Assistant

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Barts Health NHS Trust is one of Britain’s leading healthcare providers and the largest trust in the NHS. It was created on 1 April 2012 by bringing together three trusts: Barts and The London NHS Trust, Newham University Hospital NHS Trust and Whipps Cross University Hospital NHS Trust. The new trust has a turnover of approximately £1.1 billion and approximately 15,000 employees.

Together our hospitals – Newham University Hospital in Plaistow, St Bartholomew’s (Barts) in the City, The Royal London in Whitechapel, The London Chest in Bethnal Green and Whipps Cross in Leytonstone – deliver high quality clinical care to the people of east London and further afield.

The hospitals offer a full portfolio of services that serve the needs of the local community, and are home to some of Britain’s leading specialist centres including cancer, cardiac, trauma and emergency care. Barts Health also has one of the UK’s busiest children’s hospitals and internationally renowned surgical facilities.

Our vision is to create a world-class health organisation that builds on strong relations with our partners and the communities we serve – one dedicated to ending the historic health inequalities in east London. We will build an international reputation for excellence in patient care, research and education. And as members of UCLPartners, the largest academic health sciences system in the world, we will ensure that our patients are some of the first in the country to benefit from the latest drugs and treatments.

We are looking for the best talent to lead our ambitious new healthcare organisation. In return, the Barts Health will provide unsurpassed professional development opportunities, enabling investment in a range of new initiatives that would mean:

• doctors and nurses in training will be able to gain experience in different hospitals along the whole patient pathway;

• there would be greater opportunity for career progression – we could retain good staff who might otherwise leave to gain promotion;

• becoming world-class will enable us to recruit some of the best doctors and researchers in the world – who can share their knowledge and experience;

• joining forces with other partners in an Academic Health Science System will mean that staff would be better able to secure funds and pool their talents to develop new technology, techniques and treatments.

Job description

Job title: Administrative Assistant

Clinical academic group: Emergency Care and Trauma

Board/corporate function: Neurosciences

Salary band: 2

Responsible to: Senior Patient Pathway Co-ordination

Accountable to: Senior Patient Pathway Co-ordination

Hours per week: State total hours a week the role requires  37.5

Location: Royal London Site

Manages: Direct reports: Senior PPC

Indirect reports: Service Delivery Manager/Service Manager

Aim of the role

The post holder will work as part of the Neurosciences administration team, providing admin and clerical support, ensuring the smooth running of the administration service within those teams. They will work using their own initiative to work on specified tasks and obtain support and advice from the clinical staff / Business Administrator when required.

Key working relationships

Patient Pathway Co-ordinator, Senior Patient Pathway Coordinator, Service Manager, Patients, relatives, carers, GPs, community teams, patient services,
Consultants, junior doctors, nurse specialists, other clinicians, ward clerks, inpatient admissions schedulers, patient validation teams, and other members of the Directorate.

Main duties and responsibilities

Main Duties:

1. Administrative

1.1 Working positively with colleagues to maintain effective working relationships.

1.2 Word processing of correspondence including letters, reports, forms, tables, agendas, minutes and presentation material using appropriate I.T. packages.

1.3 To send out appointment letters and compose routine basic letters within sphere of responsibility.

1.4 To use Trust email and intranet systems as required.

1.5 Answer day to day enquiries made over the phone and in person, taking accurately recorded messages from referrers, clients, carers and other health and social care professionals. Ensuring messages are prioritised and passed on to the most appropriate person.

1.6 To ensure that incoming/outgoing post is collected and distributed in accordance with local team agreement.

1.7 Liaise with professionals, clients, carers and other agencies on matters agreed within sphere of responsibility. On occasions may have to exchange confidential and sensitive information to team members.
1.8 To maintain high standards of customer service by responding in a helpful and friendly manner to all interactions with colleagues, service users and other professionals.

1.9 To process and log new referrals to and discharges from the service using both electronic and paper systems as required.

1.10 Carry out routine daily admin processes and retrieve confidential client information
from electronic clinical systems on a daily basis in accordance with Trust policies and procedures.

1.11 To book patient transport and deal with related queries as required.

1.12 Request and maintain levels of office stationery.

1.13 To make up temporary paper client files when requested for new clients referred to
the service & to be responsible for the archiving of files under set

1.14 To ensure client paper and electronic files are maintained in line with agreed Trust
and local policy standards and to ensure that all paper scanning is completed.

1.15 To establish and maintain basic routine office systems/processes as requested.

1.16 Carry out day to day photocopying, printing, shredding, scanning and faxing as

1.17 Request maintenance requisitions, maintain the necessary paperwork and co-
ordinate the ordering/delivery of supplies for the team when requested, seeking
authorised signatory.

1.18 To organise own time on a daily basis and prioritise workload according to agreed

1.19 To attend local team meetings and take minutes as required

1.20 To book rooms as required for clinics/meetings.


• The post holder will, at all times, work in accordance with the NMC Code of Professional Conduct (2002), Trust and Local Policies.
• The post holder is expected to actively promote and implement the Trust’s equal opportunities policies and procedures.
• The post holder must ensure that personal information for patients, members of staff and all other individuals is accurate, up-to-date, kept secure and confidential at all times in compliance with the Data Protection Act 1998, the Caldicott principles and the common law duty of confidentiality.
• The post holder must follow the record keeping guidelines established by the Trust to ensure compliance with the Freedom of Information Act 2000.
• The post holder is expected to take responsibility for self-development on a continuous basis, undertaking on-the-job and other training as required.
• The post holder is required to familiarise him/herself with and comply with the Trust’s policies and procedures.
• The post holder must be aware of individual responsibilities under the Health and Safety at Work Act and identify and report, as necessary, any untoward accident, incident or potentially hazardous environment.
• The post holder is expected to develop IT skills.
• The post holder may be required to undertake duties at any location within the Trust, in order to meet service needs.
• The Trust operates a No Smoking Policy.
• To adhere to Trust policy and infection control principles and standards to minimise patient risk and ensure high quality patient care.
• Undertake appropriate training and practice to ensure you (and your teams) have the right skills and are competent.
• Are responsible for keeping the environment clutter free, clean and raising issues of concern in the interest of staff and patient safety.
• Ensure high cleaning standards to prevent infection and increase patient’s confidence.
• The post holder will adopt the BLT Culture ‘Bringing excellence to life’:
• We value professionalism, courtesy and respect
• We do not tolerate bullying and rudeness
• We value ‘nimbleness’ (responsiveness, creativity, flexibility)
• Our decision processes are open and inclusive
• We act collectively
• We coach and develop our staff
• We encourage learning from mistakes but poor performance will be challenged.

Note that

The job description is not intended to be exhaustive and it is likely that duties may be altered from time to time in the light of changing circumstances and after consultation with the postholder.

The post holder might be required to work across the Trust at any time throughout the duration of his/her contract, which may entail travel and working at different hospital.

Effort, skills and working conditions

Physical skills Keyboard, Typing/ IT skills

Physical effort

• The role may involve the postholder in a high degree of
physical effort
• The postholder may be sitting at a computer station for
prolonged periods of time
• There are frequent times when they will be required to sit
and/or stand and/or walk
Mental effort
• The postholder requires high levels of concentration at all
times, as they deal with heavy demands from a variety of sources
• The postholder will require stamina
• The postholder will be subject to frequent interruptions due
to the nature of the role
• The work is often unpredictable and the postholder may
have to adapt to change in short time frames and be able to deliver outcomes
Emotional effort
• Exposure to staff management i.e. dealing with long term sickness, redeployment and redundancy, discipline and grievance, employment tribunals and difficult change management issues
• May have to deal with staff and occasionally patients and their families who are angry/upset/tearful
• To also be able to manage clinical situations where visually distressing sights of open wounds and injury occur and to ensure the support of other team members in this situation
• Postholder has to be able to work successfully under pressure of time and resources

Working conditions

• Exposure to staff management i.e. dealing with long term sickness, redeployment and redundancy, discipline and grievance, employment tribunals and difficult change management issues
• May have to deal with staff and occasionally patients and their families who are angry/upset/tearful
• To also be able to manage clinical situations where visually distressing sights of open wounds and injury occur and to ensure the support of other team members in this situation
• Postholder has to be able to work successfully under pressure of time and resources

Performance management and appraisal

All staff are expected to participate in individual performance management process and reviews.

Personal development and training

Barts Health NHS Trust actively encourage development within the workforce and employees are required to comply with trust mandatory training.

Barts Health’s education academy aims to support high quality training to NHS staff through various services. The trust is committed to offering learning and development opportunities for all full-time and part-time employees.

No matter where you start within the NHS, you will have access to extra training and be given every chance to progress within the organisation. You will receive an annual personal review and development plan to support your career progression and you will be encouraged to develop your skills and experience.

Health and safety at work

The post holder has a duty of care and personal obligation to act to reduce healthcare-associated infections (HCAIs). They must attend mandatory training in infection prevention and control (IP&C) and be compliant with all measures required by the trust to reduce HCAIs. All post holders must comply with trust infection screening and immunization policies as well as be familiar with the trust’s IP&C policies, including those that apply to their duties, such as hand decontamination, personal protective equipment, aseptic techniques and safe disposal of sharps.

All staff must challenge noncompliance with infection, prevention and control policies immediately and feedback through the appropriate line managers if required.

Confidentiality and data protection

All employees are expected to comply with all trust policies and procedures related to confidentiality and data protection and to work in accordance of the Data Protection Act 1998. For those posts where there is management or supervision of other staff it is the responsibility of that employee to ensure that their staff receive appropriate training (e.g. HISS induction, organising refresher sessions for staff when necessary).

Conflict of interest

The trust is responsible for ensuring that the service provided for patients in its care meets the highest standard. Equally it is responsible for ensuring that staff do not abuse their official position for personal gain or to benefit their family or friends. The trust’s standing orders require any officer to declare any interest, direct or indirect with contracts involving the trust. Staff are not allowed to further their private interests in the course of their NHS duties.

Equality and diversity

The trust values equality and diversity in employment and in the services we provide. It is committed to promoting equality and diversity in employment and will keep under review our policies and procedures to ensure that the job related needs of all staff working in the Trust are recognised. The Trust will aim to ensure that all job applicants, employees or clients are treated fairly and valued equally regardless of sex, marital status, domestic circumstances, age, race, colour, disablement, ethnic or national origin, social background or employment status, sexual orientation, religion, beliefs, HIV status, gender reassignment, political affiliation or trade union membership. Selection for training and development and promotion will be on the basis of the individual’s ability to meet the requirements for the job.

You are responsible for ensuring that the trust’s policies, procedures and obligation in respect of promoting equality and diversity are adhered to in relation to both staff and services.
NHS managers’ code of conduct
As an NHS manager, you are expected to follow the code of conduct for NHS managers.

Budgetary management

If you have responsibility for a budget you are expected to operate within this and under the trust’s standing financial instructions (available in the intranet’s policies section) at all times.

Barts Health values based leadership

Our leaders ensure a focus on health where patients are at the centre of all we do. They work to create a culture where innovation is promoted and encouraged. They lead by example and demonstrate value based decision making as being integral to the ways of working within the Trust.

Barts Health leaders are role models who demonstrate those attitudes and behaviours which will make us unique. Our leaders are passionate about delivering high quality patient care, take pride in the work that they do to and are committed to the delivering the Barts Health NHS Trust 10 pledges of:

1. Patients will be at the heart of all we do.
2. We will provide consistently high quality health care.
3. We will continuously improve patient safety standards.
4. We will sustain and develop excellence in research, development and innovation.
5. We will sustain and develop excellence in education and training.
6. We will promote human rights and equalities.
7. We will work with health partners to improve health and reduce health inequalities.
8. We will work with social care partners to provide care for those who are most vulnerable.
9. We will make the best use of public resources.
10. We will provide and support the leadership to achieve these pledges.

Our leaders are visible leaders who believe in spending time listening and talking our staff, patients and partners about the things that are important to them and the changes they would like to make to continuously improve patient care.

Barts Health leaders work with their teams to develop organisational values, embed them in our ways of working and create the cultural changes required to ensure that we consistently provide an excellent patient experience, regardless of the point of delivery, in an environment where people want to work, regardless of where they work or what they do.

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