INFORMATION SHEET A flexible approach is necessary to reflect

Ffynone Road, Swansea, SA1 6DF
Tel: 01792 479040 Fax: 01792 641452
E-Mail: admin@sanctamaria.co.uk
Web site: www.sanctamarla.co.uk
INFORMATION SHEET
POST:
:
BANK ADMINISTRATION ASSISTANT
HOURS:
:
BANK (including evenings and weekends)
RATE OF PAY:
:
£8.09 per hour (+12% WTD)
SKILLS REQUIRED
:
-
Ability to work effectively under pressure.
-
Excellent communication skills, both
-
Previous administrative experience
written and verbal
-
Attention to detail and ability to
-
To work as a member of a team
-
A flexible approach to reflect the
-
organise work efficiently
Excellent I.T. skills essential
needs of the department is essential
and a pre-requisite of the position
A flexible approach is necessary to reflect occupancy levels within the hospital
Closing date : 16th April 2015
This post is exempt from the Rehabilitation of Offenders Act 1974 and the successful
candidate will therefore be required to apply for a Enhanced Disclosure. Sancta Maria Hospital
will not discriminate unfairly against a successful candidate where a conviction or other such
information is revealed as a result of obtaining a Disclosure.
For further information on
Disclosures please contact the Criminal Records Bureau on 0870 90 90 811.
I would like to thank you for the interest you have shown in the position.
JOB DESCRIPTION
JOB TITLE:
:
ADMINISTRATION ASSISTANT
PRINCIPLE CONTACTS
:
PATIENTS, VISITORS, CONSULTANTS AND STAFF
RESPONSIBLE TO:
:
DEPARTMENTAL MANAGER
ACCOUNTABLE TO:
:
HOSPITAL DIRECTOR
HOSPITAL DIRECTOR
BUSINESS MANAGER
DEPARTMENTAL MANAGER
RECEPTIONIST/ INPATIENT
APPOINTMENTS ADMINISTRATOR
RECEPTIONIST
RECEPTIONIST/ INPATIENT /
OUTPATIENTS APPOINTMENTS
ADMINISTRATOR
MAIN OBJECTIVES OF ROLE:
To provide administrative assistance between the following departments:
−
−
−
Reception
Patient Bookings (Inpatient and Outpatient)
Inpatient Notes
PRINCIPAL DUTIES:
1.
To advise and assist patients and visitors to the Hospital and direct them, when necessary, to the appropriate
2.
Operation of the Hospital switchboard and paging system in accordance with procedures. To transfer incoming calls
3.
To raise invoices for outpatient charges and consultant fees, maintaining accurate records of payments received.
4.
To make theatre bookings, using the theatre diary and compucare. To have knowledge of duration of procedures and
5.
To accept and process bookings for outpatient clinics and assist in the setting out of the Consulting rooms e.g.
6.
To assist consultants and nursing staff in the setting up and organising of clinics. Duties to include filing, preparing
7.
Performing daily guest list checks, ensuring that the manual guest list matches the information stored on Compucare.
8.
Logging of patient telephone calls, as required.
department in a caring, approachable and pleasant manner.
to the appropriate department in an efficient and effective manner.
consultant practices.
Ultrasound scanning clinics.
lists, referral letters and retrieval of patient notes. To act as a chaperone as and when required.
Ensure Compucare is updated to reflect any changes to length of stay.
9.
To use the ‘Compucare’ system in the preparation of paperwork for the admission and discharge of patients. Liaise
with theatre, wards and patients’ accounts department regarding admission and discharge of patients.
10. Maintaining necessary records and statistics and ensuring the filing system is up to date.
11. Undertaking typing and clerical functions.
12. Custody of the key cabinet, the security of the keys in accordance with Hospital policy.
13. Preserve the confidentiality of patient information. You will be working with and have access to highly confidential
information and the need to respect this confidentiality is of the utmost importance.
14. To be responsible for the general, clerical, administrative duties of the outpatient department.
15. To be responsible for ensuring all relevant enquiries referring to the outpatient department are handled efficiently and
effectively, liaising with patients, Consultants and other relevant hospital staff to maximise clinic usage
16. To action requests for patient information in accordance with the hospital’s Information Governance Policies.
17. To participate in a range of quality audits e.g. HAP, Investors in People, etc.
18. To provide a safe environment for the safety and welfare of patients and staff by complying with:•
•
•
Health & Safety At Work Act
Fire Prevention and Management
COSHH
19. To participate in the hospital annual appraisal scheme.
•
•
•
To be aware of and comply with all Hospital policies and procedures
To adhere to all matters relating to Health & Safety
To participate in all hospital wide Quality Assurance initiatives
20. To, at all times, maintain own working environment in a clean, neat and decluttered manner and adhere to the
Hospitals’ Infection Prevention practices and procedures so as to proactively contribute to the protection of patients,
visitors and staff from acquiring a healthcare associated infection.
THIS JOB DESCRIPTION IS NOT EXHAUSTIVE AND WILL BE SUBJECT TO ANNUAL REVIEW IN LIGHT OF DEVELOPMENTS
WITHIN THE SERVICE IN CONSULTATION WITH THE POST-HOLDER.
Signed: _______________________________________________________________________________________ (Post Holder)
Signed: _______________________________________________________________________________________ (Manager)
Sancta Maria Hospital
Ffynone Road, Swansea, SA1 6DF
Telephone: 01792 479041
Email: admin@sanctamaria.co.uk
Website: www.sanctamaria.co.uk
APPLICATION FOR EMPLOYMENT
Please complete this form as fully as possible, using black ink. Information will be treated in the strictest
confidence. Knowingly withholding, falsifying or omitting relevant information at any stage of the selection
process may lead to subsequent disciplinary action including dismissal
Closing Date: 16th April 2015
Vacancy Applied For: BANK ADMINISTRATION ASSISTANT
Personal Details
Title:
Forename(s):
Surname:
Address:
Postcode:
Home Tel No:
Work Tel No:
Mobile No:
Email:
Do you require a work permit? Yes
No
General Education
Please state most recent qualifications first
Secondary
School/College/University
Dates of
Attendance
From
To
Qualifications obtained
Professional Qualifications/Vocational Training/Registration
For applicants in respect of posts requiring statutory registration or Professional/Vocational Qualifications,
successful candidates will be required to produce current registration certificates prior to commencement of
employment.
Qualification/Training
Name & Address of
Employer
Date Qualification
obtained
Dates
Current Employment
Job Title
Reg/PIN No
(if applicable)
Renewal Date
(if applicable)
Description of Main Duties
Reasons for Leaving
Previous Employment
Name & Address of
Employers
Dates
(please state reasons for any gaps in employment)
Job Title
Description of Main Duties
Additional Information
The information you provide in this section will be used in assessing your application. Please refer to the job
description and person specification and use this space to state your reasons for applying for the post,
relating your skills, experience and personal qualities gained through work and education to the requirement
of the job (please continue on separate sheet if necessary).
References
Please give the names of two referees, both of which must be your most recent employers and one of which
must be your current employer. References will only be requested for successful candidates.
1) Name & Organisation
Address
Telephone Number
2) Name & Organisation
Address
Telephone Number
Care Standards Act 2000 & Protection of Children Act 1999
Due to the nature of the position you are applying for, you are not entitled to withhold information about criminal
convictions, cautions, etc, however long ago these occurred. If you are short listed for interview you will be asked to
sign a declaration form stating that you have committed no such criminal offences. All offers of employment will be
conditional on receipt of a satisfactory Criminal Records Bureau (CRB) Disclosure check. Having a criminal record
will not necessarily prevent someone from working at the hospital. However, this will depend on the nature of the
position and circumstances and background of the offences. For further information on these checks please contact
the CRB information line on 0870 9090811. Failure to disclose any information relevant to the above could result in
disciplinary action by HMT which may lead to dismissal should you be employed.
DECLARATION
I understand that my appointment will be subject to satisfactory health clearance, references and other statutory requirements. I declare
that the information on this form and any supporting documentation attached herewith e.g. CV, is true and complete and I understand
that any false information may render an offer of employment invalid and lead to termination of employment. I also understand that the
information I have provided will be processed for the purposes of my employment with the hospital and by completing this form I am
giving my explicit consent for this processing to take place within the remit of the Data Protection Act 1998. Processing may include the
monitoring of various hospital policies in line with good employment practice.
Signature:
Date:
HOSPITAL USE ONLY
NAME
POSITION APPLIED FOR
CRB DECLARATION RECEIVED
Y / N
INTERVIEW LETTER SENT
Y / N
INTERVIEW DATE
SUCCESSFUL
Y / N
OFFER LETTER SENT
Y / N
REFERENCES SENT FOR
Y / N
DATE:
OCCUPATIONAL HEALTH APPOINTMENT
Y / N
DATE:
REFERRAL TO OCC. HEALTH DOCTOR
Y / N
DATE:
CLEARANCE FROM OCC. HEALTH RECEIVED
Y / N
DATE:
EMPLOYMENT CONTRACT RECEIVED
Y / N
PHOTOGRAPH RECEIVED
Y / N
SIGNED CONTRACT RECEIVED
Y / N
SIGNED JOB DESCRIPTION RECEIVED
Y / N
CRB SET UP ONLINE
Y / N
DATE:
CRB I.D. CHECK COMPLETED
Y / N
DATE:
COMPLETION OF CRB / CRB FORM SENT TO CRB
Y / N
DATE:
CRB RESULT RECEIVED
Y / N
DATE:
Y / N
DATE:
REFERENCES RECEIVED
1.
2.
Y / N
MANAGEMENT AUTHROISATION TO START WITH 1 REF
DATE:
DATE:
EMPLOYEE DETAILS/P46 RECEIVED
Y / N
OFFER CONFIRMED
Y / N
DATE:
COMMENCED EMPLOYMENT
Y / N
DATE:
INDUCTION COMPLETED/FORM RECEIVED
Y / N
CONTRACTED STAFF ONLY
13 WEEK REVIEW DATE
Y / N
DATE:
PROBATION EXTENDED
Y / N
DATE:
POSITION CONFIRMED
Y / N
6 MONTH REVIEW DATE
Y / N
DATE:
Asylum & Immigration Act 1996
Sancta Maria Hospital has to ensure that employment is only offered to those entitled to live and work in the UK. In order to
ensure that we operate a fair recruitment procedure based on equal opportunity, all applicants invited for interview must
ensure that the identification they bring to interview (as listed on the previous page) includes either one document from List 1 or
two from List 2.
List 1
•
•
•
•
•
•
•
A passport showing that you are a British citizen, or you have right of abode in the UK.
A document showing that you are a national of a European Economic Area (EEA) country or Switzerland. This must be a
national passport or identity card.
A residence permit issued by the Home Office to a national from an EEA country or Switzerland.
A passport or other documentation issued by the Home Office which has an endorsement stating that you have a
current right of residence in the UK as the family member of a national from an EEA country or Switzerland who is
resident in the UK.
A passport or other travel document endorsed to show that you can stay indefinitely in the UK, or have no time limit on
your stay.
A passport or other travel document endorsed to show that you can stay in the UK; and that this endorsement allows
you to do the type of work you are being offered if you do not have a work permit.
An Application Registration Card issued by the Home Office to you as an asylum seeker stating that you are permitted to
take employment.
If you have provided us with one of the documents from List 1, there is no need to provide any further documents (other than
those listed on the previous page).
List 2
First Combination
A
A document giving your permanent National Insurance Number and name. This could be a P45, P60, National Insurance
card, or a letter from a Government agency.
In addition to this document, you must also provide one of the following documents listed in
sections B-H:
B
C
D
E
F
G
H
a full birth certificate issued in the UK, which includes the names of your parents, OR
a birth certificate issued in the Channel Islands, the Isle of Man or Ireland, OR
a certificate of registration or naturalisation stating that you are a British citizen, OR
a letter issued by the Home Office to you which indicates that you can stay indefinitely in the UK, or have no time limit
on your stay, OR
an Immigration Status Document issued by the Home Office to you with an endorsement indicating that you can stay
indefinitely in the UK, or have no time limit on your stay, OR
a letter issued by the Home Office to you which indicates that you can stay in the UK, and this allows you to do the type
of work you have been offered, OR
an Immigration Status Document issued by the Home Office to you with an endorsement indicating that you can stay in
the UK, and this allows you to do the type of work you are being offered.
Second Combination
A
A work permit or other approval to take employment that has been issued by Work Permits UK.
Along with a document issued by Work Permits UK, you should also provide one of the
following documents listed at B-C:
B
C
a passport or other travel document endorsed to show that you are able to stay in the UK and can take the work permit
employment in question, OR
a letter issued by the Home Office to you confirming that you are able to stay in the UK and can take the work permit
employment in question
All documentation will be copied in your presence and returned to you
Declaration form
I understand that the post I have applied for is subject to the following declaration under the Care Standards Act 2000:
Please indicate whether you have been subject to any of the following:
Police investigation and/or prosecution, in the UK or any other country
Yes/No
Convicted of any criminal offence required by law to be disclosed, received a police caution in the UK, or a
criminal conviction in any other country
Yes/No
Any investigation or proceedings by any body having regulatory functions in relation to health/social care
professionals including such a regulatory body in another country. [where applicable to the post]
Yes/No
Disqualification from the practice of a profession or required to practise it subject to specified limitations
following a fitness to practise investigation by a regulatory body, in the UK or another country. [where
applicable to the post]
Yes/No
If you circled ‘Yes’ to any of the above, please list full details here with dates using an additional sheet if
necessary:
In addition to the above, I further declare that I am physically and mentally fit for the post for which I have applied.
I understand that making such a declaration will not necessarily prevent me from being appointed to a suitable post within the
hospital unless such an offence is deemed to make me unsuitable.
Signed……………………………………………………..……………………Date………………………………………………………………………………………..........
Name (block capitals) ………………………………………………………………………………………………………………………………………………………..
Address…………………………………………………………………………………………………………………………………………………………………………….
…………………………………………………………………………………………………………………………………………………………………………………………….
…………………………………………………………………………………………………………………………………………………………………………………………….
EQUALITY AND DIVERSITY MONITORING FORM
The Hospital Management Trust is committed to equal opportunities in employment and welcomes applications
from all sections of the community. In order to ensure the effectiveness of this policy and for no other reason
please complete the details requested below.
Name…………………………………………………………………………………………………………………………………………………………...
Address………………………………………………………………………………………………………………………………………………………..
…………………………………………………………………………………………………………………………………………………………………….
……………………………………………………………..……………………………..Postcode………………………………………………………..
Job applied for ……………………………………………………………………………………………………………………………………………
Sex:
Male
Marital status:
□
Female
□
Married/civil partners
Date of Birth………………………………………………………..
□
Single
□
Divorced
□
Widowed
Please tick the appropriate box that indicates your cultural background?
White
Mixed
Asian/ Asian British
Black/ Black British
□
□
□
□
□
British
Irish
Other White
Background,
please specify:
□
□
White
Black
Caribbean
White and
Black African
Other Mixed
background,
please specify:
□
□
□
□
Indian
Pakistani
Bangladeshi
Other Asian
background,
please specify:
□
□
□
Caribbean
African
Other Black
background,
please specify:
□
Chinese or other
ethnic group
□
□
Chinese
Other
background,
please specify:
The disability discrimination act 1995 defines a disabled person as anyone who has a physical or mental
impairment which has a substantial or long term effect on their ability to carry out normal day to day activities.
Taking this definition into consideration do you consider you have a disability?
Yes
□
No
□
Signature……………………………………………………………….Date……………………………………………………………….
Please return this form with your application form; however failure to complete this form will not affect your application.
THIS FORM IS STRICTLY FOR HUMAN RESOURCES USE ONLY AND WILL NOT BE USED AS PART OF THE SHORTLISTING
PROCESS