Clerical Assistant/Reception in Gateshead

In the event of excessive applications being received this vacancy may close earlier than the stated closing date, you are encouraged to submit your application as soon as possible

IMPORTANT NOTE ON COMPLETION OF REFERENCE SECTION OF APPLICATION FORM

All references from current and previous employers will be sought and MUST cover a minimum of 3 years employment. Therefore, when completing the reference section of your application form, please give the address, telephone number and work email address of each of your current/previous line managers that cover 3 years employment. Where possible this should be from two separate employers. Failure to complete this section may result in your application not being processed.

PLEASE NOTEit is a requirement of this Trust that all successful applicants pay for their DBS certificate if a check is required for the post. This will be done through deduction from your monthly pay over a maximum of three months. It is also a requirement that all successful applicants register or are registered with the DBS update service where a DBS is required.

All new entrants to the NHS will be appointed on the minimum of the pay scale in line with Terms & Conditions.

Job overview

We are looking to recruit a highly motivated and enthusiastic person to join our admin team within the Gynae Oncology and Colposcopy Department at the Queen Elizabeth Hospital in Gateshead. The admin team within the Gynae Oncology service support the delivery of cancer care to patients from across the region referred to the Trust for specialist cancer care.

In this role you will provide admin support to the secretaries, cover clinic reception booking in patients and making sure all details are correct on the system. Prepare notes for clinics and other general admin duties

Main duties of the job

• Open/action incoming post and action outgoing post (including scanning referrals to Central Booking)
• Prepping of clinic notes and entering patient details into MASEY system
• Covering of clinic front desk reception
• Scan any direct referrals received to the Booking Centre
• Coordinating and tracking patient notes (requesting, tracking on filefast, notes transfer/return and orphan filing) or information, including between hospital providers.
• General photocopying/scanning/filing/stationery and runner activitie s
• Arranging interpreters/transport etc in conjunction with the secretaries

Working for our organisation

The Northern Gynaecological Oncology Centre (NGOC) Team at the Queen Elizabeth Hospital in Gateshead is a unique team.

The medical team consists, at Consultant level, of five Consultant Gynaecological Oncologists. The consultant team works alongside the specialist junior doctor team which is made up of two Subspecialty fellows, three Clinical Research fellows, two Clinical fellows and one Clinical Teaching fellow.

The senior (NGOC) Nursing team consists of two Gynaecological Oncology Clinical Nurse specialists, one Colposcopy Nurse Specialist and Ward-based as well as Clinic-based senior specialist Nursing staff. They are supported by a team of Nurses and Health Care Assistants who are committed to working in Gynaecological-oncology.

However, we are just a small part of the wider Multi-disciplinary team at the Queen Elizabeth Hospital and Regional Northern Gynae-Oncology network. In particular the NGOC works closely with colleagues in medical oncology, clinical oncology, pathology, radiology, clinical nurse specialists, palliative care, gastro-intestinal surgeons, vascular surgeons, urologists and hepato-biliary surgeons.

The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.

Detailed job description and main responsibilities

• Open/action incoming post and action outgoing post (including scanning referrals to Central Booking)
• Prepping of clinic notes and entering patient details into MASEY system
• Covering of clinic front desk reception
• Scan any direct referrals received to the Booking Centre
• Coordinating and tracking patient notes (requesting, tracking on filefast, notes transfer/return and orphan filing) or information, including between hospital providers.
• General photocopying/scanning/filing/stationery and runner activitie s
• Arranging interpreters/transport etc in conjunction with the secretaries

Person specification

• GCSE or equivalent Grade C or above in English
• Proven experience in a customer-facing role, managing face-to-face and telephone inquiries (evidenced in work history)
• Competence with Microsoft Office programs (Word, Outlook, Excel) and the ability to quickly learn bespoke NHS clinical systems
• Previous administrative or customer service experience in a medical setting or GP practice.
• NVQ or equivalent in business administration

• Confidentiality & Discretion

Applicants who have not been contacted within 4 weeks of the closing date are to assume that their application has been unsuccessful.

Applications from job seekers who require Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications where the post is eligible. For further information visit the UK Visas and Immigration website (Opens in a new tab) .

Candidates who require sponsorship are strongly advised to visit the UK Border Agency website and familiarise themselves with what is required. There is a facility on this site to access the points based calculator and work through an example which should assist candidates in their understanding of the process.

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.

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