Clerical Assistant - Oral SACT in Manchester

We are looking for friendly, professional and enthusiastic Band 2 Clerical Assistant to join our well-established Nurse-Led Oral SACT team, as part of Dept 1 Oak Road Treatment Centre.

The main purpose of the role is to provide a full and confidential administrative service to the Oral SACT Service. Acting as a point of contact for patients and staff within the service, prioritizing information and dealing with routine enquiries from service users, colleagues and visitors. The post holder will ensure effective running of the relevant clinics and support with the wider trust Oral SACT activity. The post holder will be required to work closely with other administrative staff, and the clinical teams, but also work alone and use their initiative to resolve/process daily queries.

The role may also require administrative support to other areas within SACT services.

Main duties of the job

• Using effective communication skills when dealing with enquiries from patients and colleagues, providing empathy and reassurance to service users, relatives and visitors who may become aggressive, or emotionally distressed, referring them to the appropriate person or department for further assistance and where required, meet and greet patients attending the chemotherapy unit
• Exchange information with patients and staff, both verbally and in written format
• Communicate information between departments internally and external.
• Enter patient onto the Careflow appointment system
• Book patient’s follow up appointments
• Provide comprehensive advice to patients/relatives regarding appointments
• Provide clinic preparation and support for the Oral SACT Team
• Outcome and code appointments within a timely manner

Working for our organisation

The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.

Detailed job description and main responsibilities

• Using effective communication skills when dealing with enquiries from patients and colleagues, providing empathy and reassurance to service users, relatives and visitors who may become aggressive, or emotionally distressed, referring them to the appropriate person or department for further assistance and where required, meet and greet patients attending the chemotherapy unit
• Exchange information with patients and staff, both verbally and in written format
• Access patients’ demographic details on Careflow and amend as necessary
• Provide clinic preparation and support for the Oral SACT Team
• Outcome and code appointments in a timely manner
• Communicate information between departments internally and externally
• Enter patient onto the Careflow appointment system
• Provide comprehensive advice to patients/relatives regarding appointments
• Deal with queries from patients and other service users, for example GP’s, hospital staff, social services, voluntary organisations and Trust management
• Liaise with other members of staff regarding case notes and patient visit
• Resolves issues arising in own role, such as cancellation of patient appointments
• Uses own initiative to liaise with clinical staff where necessary regarding patient queries
• Use patient information systems to assist patients and staff
• Work in the Careflow system, requiring standard keyboard skills
• Use of office equipment including PCs, fax machine, and phones
• Maintain patient confidentiality at all times
• Follow all relevant policies and legislation
• Post holder is expected to follow all relevant protocols, and standard practice
• Work collaboratively with colleagues to ensure policies are adhered to
• Undertakes surveys/audits as necessary to own work
• Manager is available as point of reference for any queries and will meet regularly
• Use own initiative to solve problems referring to manager as necessary
• Plan and organise own time and workload activity with prioritisation
• Record all data in an accurate and timely manner
• The post holder will be expected undergo relevant training and to take an active role in own personal development
• Demonstrates the agreed set of values and accountable for own attitude and behaviour

The need for flexibility in this role is paramount as the post holder may be required to work in other locations and work flexible shifts.

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website.

Qualifications

• Good standard of General Education
• Diploma or equivalent experience

Experience

• At least two years’ experience of administrative or clerical work
• Experience of working within a health care system

Skills

• Ability to prioritise workload
• Excellent telephone manner
• IT literate
• Accuracy with data
• Willingness to learn and undertake training as appropriate
• Must have good interpersonal skills

Knowledge

• Knowledge of patient information/data recording systems
• Knowledge of Medical terminology
• An understanding of Infection Control standards of practice

Values

• Ability to demonstrate the organisational values and behaviours
• Knowledge of the organisational values

Other

• Ability to work unsupervised
• Self-motivated
• Reliable
• Able to work under pressure
• Tactful and diplomatic
• Able to deal compassionately in a professional manner with distressing situations

Pre-Employment Checks -To confirm your suitability for the role, we will carry out pre-employment checks in line with NHS Employment Check Standards . These include:

• Identity verification
• Right to work check
• Disclosure and barring service (DBS)/Criminal record check (dependent on role, payment of this will be the applicants responsibility)
• Professional registration and/or qualification check
• Occupational health assessment
• Employment history and reference validation

All applicants external to The Christie NHS Foundation Trust will be required to provide their HMRC employment history to cover the most recent three years employment. This information will used to validate employment history andreferences.

If you require sponsorship, we will assess your eligibility based on current government guidance. If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.

If You're Offered the Role - you will be agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website.

No Smoking Policy - You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

Additional Information - We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect.The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy.

The Christie NHS Foundation Trust is committed to the highest standards of ethical conduct and integrity in all our activities. We have a zero-tolerance approach to modern slavery in any of its forms, including slavery, servitude, forced or compulsory labour, and human trafficking. We are fully committed to acting ethically and with transparency in all our business dealings and relationships, and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our organisation or supply chains.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Maxine Neille Job title Assistant Service Manager for SACT Services Email address maxine.neille1@nhs.net Telephone number 01619187669

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