Business Support Administrator

Job overview

The Nottingham Centre for Transgender Health (NCTH) is a national service for people experiencing gender incongruence. There are 8 nationally commissioned NHS England clinics across the country, of which we are the second largest. The NCTH Network includes the newly commissioned East of England Gender Service.

NCTH services provide specialist assessment, care and treatment with an experienced and varied MDT which includes Consultant Psychiatrists, Associate Doctors, Nurse Consultant, Clinical Nurse Specialists and Speech and Language Therapists. The work of the clinic is supported by our administration team who are based in a community clinic, based in Nottingham City Centre.

Patients come from all over the country, and we provided a blended model of face to face and video consultation appointments. The clinics run 5 days a week, so it is a busy working environment which requires high levels of confidentiality and person skills.

We would welcome people with lived experience in this role or as a minimum, a working knowledge of transgender matters.

Main duties of the job

To work as a team, and independently, to provide a confidential, accurate and efficient administration, business, and secretarial support service to the Nottingham Centre for Transgender Health Network and its associated services.

To contribute to improving the waiting time for patient letters and correspondence, by completing tasks within set time limits and to the required standard in terms of quality and accuracy.

To ensure compliance with confidentiality, data protection, security of information, safeguarding and other areas identified as part of the Trust mandatory training schedule, by undertaking training on time and to the required standard and applying this to your work and interactions.

To arrange patient appointments using the clinic booking systems and to amend and reschedule those appointments where necessary, and/or instructed by the clinical and management teams.

To input data, carry out tasks, and produce accurate correspondence, including patient notes and letters, using the electronic patient record system and other recognised software.

To liaise with other NHS departments and providers, to obtain blood results and information in preparation and follow up of clinics.

To file and store electronic and paper information including patient records and correspondence, and clinic business and administration documentation, following clinic standard operating procedures and governance legislation.

Detailed job description and main responsibilities

To provide an efficient, effective, confidential business, administration and secretarial service to the Nottingham Centre for Transgender Health and its associated clinics and services.

You will be working as part of the Business and Administration Team, based at our clinic in Nottingham, commissioned to provide a national service to patients.

You will help ensure that our patients receive quality care and communication from referral to discharge.

Working as part of a skilled multidisciplinary team, your duties will include administration of our waiting list and referrals process, booking appointments, and processing correspondence, completion of tasks set by clinicians through our electronic patient record system (Systm1).

You will liaise with patients and their representatives, GPs, and other health professionals, as well as Trust staff and stakeholders.

You will support the management team to ensure provision of a high-quality reception and telephony service and by carrying out directed duties to ensure a safe and functional clinic and office setting.

You will support Admin Team Leads in collection and maintenance of accurate team information, including but not limited to; training undertaken, clinical supervision and other.

You will support the management team to ensure that the clinic is compliant with health, safety, fire and security legislation and guidelines by carrying out specific tasks including, monitoring, and recording of information as directed by the management team.

You will be processing incoming and outgoing post and emails from generic and personal inboxes. Ensuring questions are answered, that information is passed on appropriately to clinical and administration team members and that patients and other stakeholders are responded to in a timely and professional manner.

You will monitor and order stock and non-stock items as required. To raise maintenance requests and for repairs to be undertaken.

You will work as a team, providing support to colleagues and training new and current staff in subjects that you are more familiar with.

You will contribute to providing an efficient front of house service, including answering the telephone and operating the switchboard, preparing for and welcoming patients and visitors to the clinic. Signposting, answering queries and taking accurate messages, ensuring information is passed on as appropriate.

Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.

Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa

Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.

You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.