Salary: £22,549 - £24,882 a year

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Job content

Job overview

A full time fixed-term (with a possibility to be extended) Band 4 Specialty PA in Gastroenterology department based across the City, QMC and TC campuses has arisen. All posts will be expected to work within the core working week: Monday to Friday between 8am-5pm.

We are looking for 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. You will be able to prioritise your workload throughout the day. You will be able to demonstrate a clear understanding of confidentiality issues and your behaviour will be consistent with the Trust’s Values and Behavioural standards.

Main duties of the job

Working as part of a team the post-holder will provide a comprehensive secretarial and administrative service to the clinical team, managing diaries, meetings and commitments. You will use your judgmental skills to prioritise tasks and deal with incoming mail and results/report management. Duties include; word processing clinical and non-clinical letters, adding/checking waiting list entries, communicating with the management team, inbound and outbound telephone calls, liaising and cross cover and mentoring new staff.
The successful candidate will have obtained at least three GCSEs grade C or above, including English Language; 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 or equivalent, with knowledge of medical terminology

Working for our organisation

The Specialty PA is an integral part of the Gastroenterology team. We offer a wide range of care and pride ourselves on our efficient and quality service.
We have a management team that is supportive, innovative and proactive in ensuring we offer a high quality service. We are keen to encourage developments in line with Trust policy and working in new ways. We recognise responsibility to ensure that staff are developed and stimulated within their environment in order to achieve vision and deliver care that reflects the values and behaviours of the team.

Detailed job description and main responsibilities

  • 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.
    • Undertake HR related tasks, appraisals and recruitment.
    • Undertake any other duties which may be reasonably required.

Person specification

Training & Qualification

Essential criteria
    • RSA level 3 text or word processing or equivalent


Essential criteria
    • Proven secretarial experience acting as a PA or in a support role to others
    • Experience of audio typing
    • Knowledge of Medical terminology
Desirable criteria
    • Experience of Medway PAS, Notis, Winscribe & Microsoft packages
    • Previous experience of working in the NHS in a similar role or PPA/support role


Essential criteria
    • Proven ability to accurately convey information verbally, from documents, reports, telephone
    • Evidence of sensitivity and empathy in communication
Desirable criteria
    • Understand and maintain confidentiality

Analytical & Judgement skills

Essential criteria
    • Able to use own judgement and initiative to make decisions, problems solve ,answer queries

Planning & organisation skills

Essential criteria
    • Demonstrates an ability to prioritise organise own work schedule/workload
    • Manages time effectively and displays initiative, working within prescribed deadlines

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

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 Departmentconfidentially 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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Deadline: 21-06-2023

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