Golden Jubilee National Hospital
NHS National Waiting Times Centre
Interim Chair: Stewart MacKinnon
Chief Executive Jill Young
Recruitment line: 0800 0283 666
Dear Candidate
POST: UNIT CO-ORDINATOR / ADMINISTRATION
ASSISTANT
HOURS: 37.5
CLOSING DATE: 8 MARCH 2017
The National Waiting Times Centre Board welcomes your enquiry in connection with the above post. Please find enclosed an information pack.
Should you wish to submit an application for the above post, please ensure you do so in advance of the closing date. Late applications will not be forwarded for short listing.
When providing referees on the application form, please be aware that we require references to cover at least three year’s of previous employment/training history. If the period of time both referees have known you is less than three years, you will be required to provide additional referees. Where possible, please provide us with e-mail addresses for contact. Additionally, you should note that as part of the pre-employment checks a PVG or Disclosure Scotland check will be completed. It is an offence for barred individuals to apply for regulated work.
Should you contact the recruitment team to discuss any queries regarding your application it is advisable that you retain the job reference number as you will be asked to quote this when you call. Please note that we no longer acknowledge receipt of applications and therefore you will not receive any further communication until after the post has been shortlisted.
In the meantime, I wish you success with your application and should you require any further information or wish to check the progress of your application please do not hesitate to contact the recruitment team on the contact telephone number shown above.
Yours sincerely
Lynn Mitchell
Recruitment Assistant
NATIONAL WAITING TIMES CENTRE BOARD
INFORMATION PACK
FOR THE POST OF
UNIT CO-ORDINATOR
37.5 HOURS PER WEEK
REFERENCE NUMBER SHOW/2537
CLOSING DATE: 8 MARCH 2017
NATIONAL WAITING TIMES CENTRE BOARD
GENERAL INFORMATION FOR CANDIDATES
· This information package has been compiled to provide prospective candidates with details of the post and background information about The National Waiting Times Centre Board.
· The contents of this package are as follows:-
o Job Description/person specification
o Terms and Conditions of Service
o Application Form
o Equal Opportunities Monitoring Form
o Information on Agenda for Change
· The Equal Opportunities Monitoring form is required for monitoring purposes only and will not be made available to the interview panel during any part of the recruitment process.
· Please note, to ensure that we adhere to our current policy on Equal Opportunities; CV’s received with Application Forms will be destroyed prior to Application forms being passed for Short listing.
· NWTC operates a No Smoking Policy on all Premises and Grounds and in shared vehicles.
· All offers of employment will be subject to the receipt of satisfactory References, Occupational Health screening and Disclosure Scotland clearance. Please note that it is an offence under the act for barred individuals to apply for regulated work.
· Please send your completed application to:-
Recruitment Team,
HR Department
Golden Jubilee National Hospital
Agamemnon Street
Clydebank
G81 4DY
· When returning your completed application and any associated enclosures by Royal Mail you must ensure that the correct postage cost is paid. We have been informed by the Post Office that they are retaining those which have been underpaid. This has resulted in completed applications not being returned until after the closing date, and not being included for short listing.
· The short listing process will take place shortly after the closing date.
· As a Disability Symbol user we recognise the contribution that all individuals can make to the organisation regardless of their abilities. As part of our ongoing commitment to extending employment opportunities all applicants who are disabled and who meet the minimum criteria expressed in the person specification will be guaranteed an interview.
· The organisation has introduced a set of shared values. These values will be measured during the Competency Based Interview. The values are:
o We will treat everyone with dignity and respect
o We will take responsibility to do our jobs well
o We will demonstrate our commitment to quality
o We will work effectively with others in teams
o We will display a “can do” attitude at every opportunity
NATIONAL WAITING TIMES CENTRE BOARD
TERMS AND CONDITIONS OF SERVICE
The terms and conditions applicable to this post are those of all NHS Employees.
1. Superannuation
You have the option to join the NHS Superannuation Scheme, to participate in the State Earnings Related Pension Scheme or to take out a Personal Pension.
Employee’s contributions to the NHS Scheme amount to 5.2% to 14.7% of salary (depending on rate of Pensionable Pay) and the employers’ contribution equates to 13.5% of salary. Employees in the NHS Scheme are “Contracted-out” of the State Earnings Related Pension Scheme and pay a lower rate of National Insurance contributions. Employees who choose to participate in the State Earnings Related Pension Scheme pay the higher rate of National Insurance contribution. A Stakeholder Pension is also available.
2. Salary
£16,132 to £18,503
3. Grade
This post is offered on a Band 2
4. Annual Leave
The annual leave entitlement in a full year commencing 1st April to 31st March is 27 days, rising to 29 days after 5 years’ service and 33 days after 10 years’ service. There are 8 Statutory and Public Holidays in each leave year. (Pro rata where applicable)
5. Hours of Duty
37.5 hours per week
6. Tenure of Employment
This post is offered on a permanent basis
7. Asylum and Immigration Act 1996
Under the Asylum and Immigration Act 1996, we are required to carry out checks to ensure that all prospective employees are entitled to live and work in the United Kingdom. You will therefore be asked to provide appropriate documentation prior to any appointment being made.
NHS National Waiting Times Centre
Benefits
NHS Superannuation scheme:
All staff are eligible to join this scheme from date of commencement. Employee contributions vary from 5.2% to 14.7% depending on annual pensionable pay. Benefits include a lump sum and pension when you retire, life assurance of 2 years’ pay - while you are working, pension and allowances for your spouse and children in the event of your death, and benefits for ill-health retirement. Members of the scheme receive tax relief on contributions and lower National Insurance contributions.
Annual leave entitlement (including public holidays):
35 days annual leave on appointment
37 days annual leave after 5 years
41 days annual leave after 10 years
Free car parking
Continuing professional development opportunities
Discounts at the associated Golden Jubilee Conference Hotel
Leisure Club membership – Get fit and healthy at the Beardmore Leisure Club with a discounted membership rate of £30 per month.
Discounted Room Rates - Rooms rates discounted (from £40 per night – room only) subject to specific conditions.
Discounted Dining - 20% off food and beverage when dining in the hotel.
Golden Bistro (Hospital Restaurant) - Discounted food in our award winning hospital restaurant.
Childcare vouchers – If you are a working parent with children under the age of 16 you could save up to £1,196 per parent, per annum on the cost of childcare.
For more information about the benefits and discounts available to NHS staff, visit www.nhsdiscounts.com
GOLDEN JUBILEE NATIONAL HOSPITAL
JOB DESCRIPTION –
1. JOB IDENTIFICATIONJob Title: Unit Co-ordinator / Administration Assistant
Department(s): Business Services
Job Holder Reference:
No of Job Holders:
2. JOB PURPOSE
The UCO will be take on responsibility of ensuring that an instant discharge letter is processed at the time the patient is leaving the Department either to advise Optom and GP surgery has taken place or reason why it hasn’t. This information will be passed to the UCO via theatre nursing staff. Winscribe will be used to create a job letter the body of which will be taken from a template - full training will be given. Patient outcomes should be recorded in real time when a patient is admitted and when they are discharged.
3. ORGANISATIONAL POSITION
4. SCOPE AND RANGE
· The jobholder has no subordinates and no budgetary responsibilities.
· The jobholder will handle all administrative duties in relation to Business Services.
· The jobholder will co-ordinate the administration of GJNH and referring Boards case notes.
5. MAIN DUTIES/RESPONSIBILITIES
· Provide and receive routine information.
· To inform multidisciplinary work colleagues, clients and relates to external and internal telephone queries from staff.· Work with Surgical Services team Leader and has work delegated from same.
· Diary keeping and organising meetings, travel, study leave.
· Communicates daily with a multi-disciplinary team.
· Flexible and helpful in approach to all aspects of work delegated.
· Confident of highlighting issues.
Delivery and Retrieval of Medical Records
· Track electronically all GJNH casenotes to medical records library.· Request/retrieves medical records as requested by medical staff.
Promotes Health & Safety
· Recognises personal responsibility for promoting a safe working environment.Data Protection
· To ensure patient confidentiality is maintained in accordance with hospital policies and statutory legislation.· Undertakes safe information handling course every two years.
· Highlights if and when any breaches of confidentiality occur.
6. SYSTEMS AND EQUIPMENT
Extensive use of desktop computer systems is required including Trak, Winscribe, Portal
The postholder is required to:
· Input data into computerised systems i.e. case record tracking.
· Working knowledge of windows.
· Operate and have a working knowledge of the medical records filing system.
· Operate and have working knowledge of multiple hospital systems.
· Operate Winscribe handsets and how to programme them and trouble shoot and problem
solve when required.
7. DECISIONS AND JUDGEMENTS
· The postholder is required to use their own initiative as and when required.
· The postholder is expected to demonstrate a high degree of discretion in relation to the
handling of patient/consultant information and have a good awareness of the Data Protection
Act.
· The postholder is required to prioritise work load on a daily basis and also to liaise with the
Secretarial team leader to ensure accurate prioritisation of tasks.
· The postholder is supervised on a daily basis but should be able to demonstrate a degree of
time management skill.
· Judgments involving facts or situations, some requiring analysis, and some on how to deal
with enquires to the unit.
· Is able to prioritise work, resolve conflicting diary appointments and schedules.
· Be innovative with ideas for improvement.
8. COMMUNICATIONS AND RELATIONSHIPS
· Communicate and build relationships on a daily basis with referring Board colleagues.
· Communicates and build relationships with consultants/patients/ and staff across the site.
9. PHYSICAL DEMANDS OF THE JOB
· Manual handling skills such as moving case records from area to area.
· Accurate and speedy keyboard skills.
10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB
· Reacting to constant changes in demands.
· Reacting to the day to day pressures put on a continually expanding department.
· Frequent concentration, work patterns not always predictable. Led by needs of service
and multidisciplinary team.
· Dealing with telephone queries from internal and external sites.
· Concentration for transcribing; typing documents as and when required.
11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB
· Highly developed interpersonal skills.
· Excellent communication with an emphasis on customer care, including an excellent telephone manner.
· Demonstrate excellent organisational skills.
· Highly developed tact and diplomacy.
· A working knowledge of the Data Protection Act.
· Ability to work as effective part of a team.
· Computer literacy and a working knowledge of office systems.
· Numeracy and literacy skills.
· Previous experience in a health care environment.
· Basic knowledge of medical terminology desirable.
· Must have audio typing skills and, if possible, exposure to Winscribe.
· Demonstrate a high level of discretion and confidentiality.
· Demonstrate a high level of flexibility with regard to work schedules.
· Demonstrate the ability to operate effectively, under pressure and to departmental guidelines.
· Knowledge of a range of admin duties and software across the site.
· Self confidence when dealing with Clinical staff queries and demands.
12. JOB DESCRIPTION AGREEMENT
A separate job description will need to be signed off by each jobholder to whom the job description applies.
12.1 Healthcare Support Worker Induction Standards and Code
of Conduct
Your performance must comply with the “Mandatory Induction Standards for Healthcare Support Workers in Scotland” 2009; and with the Code of Conduct for Healthcare Support Workers, both as amended from time to time, which are attached. (Further copies can be obtained on-line at www.workinghealth.com/standards/healthcaresupportworkers or from your Human Resources Department). Failure to adhere to the Standards or to comply with the Code may result in poor performance measures or disciplinary action and could lead to dismissal; or if you are self employed, such failure will be deemed to be breach of an essential term of your contract, allowing us to terminate with or without notice.
Job Holder’s Signature:
Head of Department Signature / Date:
Date:
Recruitment Person Specification
Essential
/Desirable
Qualifications/Training / 1.Typing and computer literate.
Previous experience in a health care environment. / 6.
Certificate/knowledge in medical terminology.
Experience / 2.
Good Interpersonal skills.
Highly developed tact and diplomacy.
Ability to work as part of a team. / 7.
Able to update excel spreadsheets.
Skills/Knowledge / 3.
Use own initiative.
Demonstrate high degree of discretion.
Prioritise workload daily. / 8.
Awareness of the Data Protection Act
Additional job
requirements
Eg. car driver, unsocial hours / 4.
Shift pattern with some weekend cover. / 9.
Any other additional information / 5.
Able to work under pressure. / 10.