About this role
Job summary
We are a friendly and supportive team of administrators working in the very busy Oncology Department in Gloucestershire Hospitals NHS Foundation Trust.
As an apprentice, you will be an integral part of the team, working alongside administrators and clinicians on a daily basis and supporting them to provide an excellent level of care to our patients.
This interesting and varied role will help you gain a variety of skills, undertaking various administrative tasks across the department; including clinic preparation in readiness for outpatient clinics and audio typing/voice recognition processes for the production of clinic letters to various clinicians and patients.
Main duties of the job
The main duties include:
Prepping of online patient records
Collecting/ordering and prepping of paper patient case-notes
Producing clinic lists for clinicians
Scanning of documents and online filing
Processing incoming and outgoing correspondence
Taking / making telephone calls which will include dialogue with hospital colleagues and patients
Accurate message taking and delivery to relevant personnel
Audio typing of dictated letters and processing of actions within dictations
Processing of voice recognition dictated clinic letters and actions
Taking minutes of meetings and distributing accordingly
Archiving of health records and documents
Registration of new patients
Basic training in reception desk duties
Daily use of the in-house computer programmes; eg Trak and Infoflex
About us
With a team of over 9,000 employees, we are proud to be the largest employer in Gloucestershire and rank among the top 10 largest Trusts in the South West region. By joining our Trust, you will benefit from an excellent package that includes exclusive benefits, flexible working opportunities and the chance to gain valuable experience in one of our innovative hospitals. As well as generous annual leave allowance, access to the excellent NHS pension scheme, competitive bank rates, discounts at local shops and restaurants, access to two on-site nurseries, discounted public transport, reward and recognition and a range of health and wellbeing initiatives to support you.
Our Trust values each and every one of our apprentices and offers continued support and guidance. Many apprentices have successfully completed and remained with our Trust in a variety of areas
Job description Job responsibilities
Key Result Areas:
To attend all mandatory components of the Apprenticeship Framework including:
- Corporate induction
- GHNHSFT mandatory training
- Department based vocational assessments
- Progress review meetings
To undertake training as required and agreed with the mentor, supervisor and external assessor and complete competencies relevant to the work area / department
To support the admin duties listed within the advert and on the Job Description, on both hospital sites as and where required:
The successful candidate will be expected to:
Provide and receive complex and sensitive information. and follow policies established for their own role and roles within their team with the ability to create their own procedures and the ability to comment / implement and propose changes to practices.
Demonstrate own activities / training to new or less experienced employees.
Provide expertise in managing all the administrative functions needed to perform the role.
Communications and Working Relationships:
- Patients, relatives and carers
- Oncology Consultants and their teams
- Nursing staff
- MDT Co-ordinators
- Pathology
- Radiology
- Management staff including Secretary Supervisor and General Management team
- Medical Secretaries
- Support staff, e.g. interpreters, domestic staff
- Reception colleagues
- IT staff
- GP practice personnel
- Volunteers
- Apprenticeships and Careers Team
- Training Provider
Most Challenging part of the job:
- Learning in-house systems and processes
- Unpredictable work pattern due to interruptions from telephone enquiries, visits from internal and external personnel
- Prepping high volumes of patient records for internal clinics to a deadline
- Filing and archiving of copious amounts of hospital notes
- Working with colleagues to cover an Admin Hub to support secretarial teams
- Dealing with patients/relatives/hospital personnel frequently with complex and sensitive issues
- Relief admin cover in the Oncology Department at short notice
- Contribute towards the implementation of Service Improvement Projects in Oncology
- Physical effort and working conditions
- Prolonged use of PC for the majority of the working day
- Dealing with sensitive and confidential information
Other job requirements:
- Comply with Trust and Departmental policies and procedures e.g. Health and Safety at Work Act (1974), Manual Handling, clinical equipment competency, risk management, Data Protection Acts and patient confidentiality at all times. This will include demonstrating compliance with the terms of all safeguarding policies and processes relevant to the safeguarding of adults and children in the care of GHNHSFT and to undergo regular mandatory training concerned with safeguarding matters.
- Achieve and demonstrate agreed standards of personal and professional development within agreed timescales
- Ensure a smart, professional image that enhances the public perception of the Trust and the professionalism of its staff is portrayed.
- Contribute positively to the effectiveness and efficiency of the teams in which he/she works
- Actively participate in the Trusts appraisal/development conversation process. Undertake training as necessary in line with the development of the post and as agreed with line manager as well as maintain and complete the Level 3 Business Administration Apprenticeship within the timeframe.
Additional Contact Details
Jennifer Whitmarsh - Supervisor Secretary
0300 422 4019
Person Specification
Qualifications Essential
Educated to GCSE grade D (3) or above (or equivalent) in literacy and numeracy
Experience Essential
Good communication skills both written and verbal Ability to answer and make phone calls professionally
Desirable
Office or customer facing skills / experience
Knowledge & Skills Essential
An enthusiasm to actively contribute to the Oncology Department activity Ability to work under instruction, quickly and accurately Ability to work flexibly Ability to prioritise and deal with queries simultaneously
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Gloucestershire Hospitals NHS Foundation Trust
Address Oncology Centre CGH
Sandford Road
Cheltenham
GL53 7AN
United Kingdom
Employer's website https://www.gloshospitals.nhs.uk/ (Opens in a new tab)