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Speciality PA Full Time

at Nottingham University Hospitals NHS Trust Nottingham in Nottingham (Published at 17-09-2021)

Job overview

A 12 month Secondment/ fixed term opportunity has arisen in the Ear,Nose and Throat Department, Surgery Division, for a Speciality PA to join our well established administrative team.

Working as part of a team the post-holder will provide a comprehensive secretarial and administrative service to the clinical team.

You will be an enthusiastic and conscientious team player. You will be able to work under pressure, have excellent word-processing, written and verbal skills with excellent time-management and organisational skills.

The successful candidate will have obtained at least three GCSEs grade C or above, including English Language; RSA 111 (or equivalent) typing qualification and NVQ Level III in Administration or equivalent experience. You will be competent in the use of Microsoft office packages and have excellent audio typing skills. You will have at least two years recent secretarial experience, with knowledge of medical terminology

Main duties of the job

You will be a conscientious and enthusiastic team player with excellent organisational and communication skills with a sound secretarial background. The ability to manage your time, organise and prioritise your workload whilst remaining patient focused is essential.

You will need to be able to demonstrate a clear understanding of confidentiality issues and to respond to queries within and outside of the organisation in a professional and empathetic manner using your own judgement and decision making skills. You must be able to clearly and accurately convey information verbally gathered via the telephone and from both verbal and documented reports. In your application please demonstrate with examples how you meet the person specification paying particular attention to Training & Qualification, Experience, Communication & Relationship Skills, Analytical & Judgement Skills and Planning & Organisation.

Working for our organisation

The successful candidate will work within the Head and Neck Cancer Hub in providing a range of administrative support across the whole of this very busy service.

We are a team who are passionate about delivering high quality patient care and are working hard to provide this in light of current COVID challenges. We are looking for someone who has a strong work ethic and is motivated to learn and continuously improve.

Detailed job description and main responsibilities


  • To manage Advice & Guidance requests

  • Accurately transcribe clinical letters using Winscribe, producing high quality work within defined deadlines.

  • Use judgement and initiative to prioritise the importance/urgency of tasks within defined guidelines

  • Establish and maintain admin systems/databases

  • Dealing with incoming mail, results/reports management

  • Attending/organising meetings, take minutes.

  • Ensure RTT patient data quality is accurate.

  • Key point of contact for consultant

  • Communication link to directorate management team, regarding consultant leave/service issues

  • Dealing with consultant queries/visitors, managing consultant diary.

  • Telephone calls inbound/outbound relating to patients specific care, in a confidential manner.

  • Typing of non-clinical letters as required.

  • Liaise with Waiting List Co-ordinators to ensure patients are treated within breach dates

  • To support and mentor new staff.

  • Share responsibility with line manager for own personal development.

Person specification

Training and Qualifications

Essential criteria

  • RSA 111 word processing/text processing or equivalent

  • NVQ level 3 in administration or equivalent

Desirable criteria

  • ECDL


Essential criteria

  • Proven secretarial experience

  • Audio typing

  • Medical terminology

  • Electronic diary management

Desirable criteria

  • Previous experience of NHS working

  • Knowledge of NHS waiting list targets

  • Knowledge of hospital IT systems

Communication and relationship

Essential criteria

  • Complete letters,forms,reports using computerised technology

  • Ability to motivate, coach and mentor others in team

  • Maintain confidentiality, sensitivity and empathy in communication

Desirable criteria

  • Experience in managing a team

Planning and Organisation

Essential criteria

  • Ability to organise own work schedule

  • Ability to delegate and organise work for others

  • Work within prescribed deadlines

Physical skills

Essential criteria

  • Frequent use of VDU equipment

  • Frequent sitting at keyboard

Bring your whole self to work for us at NUH. We love diversity and we value your difference, your unique skills, knowledge and experience. Becoming one of our people may realise your potential, helping us to raise our performance in delivering world class healthcare to the diverse patient populations we serve.

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are currently under-represented at NUH.

Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.

Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.

Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application

Salary: The quoted salary will be on a pro rata basis for part time workers.

Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.

At Risk of redundancy: NHS employees within the East Midlands who are ?at risk? of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.

Skilled Workers Visa: We welcome applications from individuals who require a skilled worker visa in line with the Home Office regulations. NON-UK/NON SETTLED candidates may not be appointed, if a suitably qualified and skilled UK/SETTLED candidate is successful at interview stage as it is unlikely that the Trust is able to satisfy the Home Office Visa requirements

ID and Right to work checks: NUH authenticate all ID and right to work documentation such as passports, visa?s and driving license through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.


  • Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.

  • Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£45 for enhanced and £28 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month?s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.

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