Total 32 Administrative / Clerical job vacancies in Luton, LU1 3LU

The post holder will be responsible for providing a comprehensive medical secretarial service to the Consultant and the Consultants team. The medical secretary will be instrumental in the smooth running of the office and will need to work without supervision, using their initiative when dealing with enquiries that arise in the absence of the Consultant, to bring about a successful outcome. The post also demands the ability to communicate at all levels with patients, relatives, medical colleagues and allied health professionals and maintain a high standard of service to meet the needs of the patient. Please see Job Description for further information.

About the job
Salary: £36,648 - £39,186 a year
Hours per week: 37
Contract type: Permanent

Are you looking for an exciting role within the Property and Infrastructure department? Are you an experienced site manager/supervisor looking for the next step in your career. Have you considered the role of Clerk of Works. LBC are actively recruiting for a Clerk of Works to join the expanding team at Luton.

This role could be for you!

We are seeking an experienced and dedicated professional to join our team as a Clerk of Works. In this role, you will be responsible for overseeing both new and occupied construction sites, ensuring that all work meets the highest standards of quality and compliance. You will prepare and write detailed progress records, manage your own workload and projects, and meet various work demands, fee targets, and deadlines.

A key part of your job will involve building and maintaining effective working relationships with a variety of stakeholders, including site managers, contractors, clients, and council members. You will need to consult, negotiate, and influence effectively to ensure successful project outcomes.

Please note this role does not attract sponsorship.

About you


You bring substantial experience in a similar role, with a deep understanding of the typical construction trades (a trade background would be beneficial). Your ability to prioritise, plan, and manage your workload and projects is second to none. You excel in creating and maintaining cooperative relationships, both internally and externally, and you have a knack for consulting, negotiating, and influencing others. Your commitment to fairness and equality is evident in your understanding of the impacts of unfair discrimination on the community and employees, including disadvantaged groups.

You have in-depth knowledge of relevant legislation and statutory requirements, such as CDM Regulations (a current SMSTS/Safety qualification would be beneficial), Asbestos Regulations, Scaffolding Regulations, and Planning and Building Regulations, along with a thorough understanding of JCT terms of contract. A relevant technical qualification in a construction-related subject and membership of an appropriate institute, such as the Institute of Clerk of Works, or equivalent verifiable work-based experience and training, are essential.

You're flexible and willing to attend evening meetings and site visits within and beyond the Borough, and you're comfortable accessing all parts of building sites, including using ladders. Your proactive and hands-on approach will be invaluable as we work together to achieve our goals.

Join us in this exciting role and make a significant impact on our construction projects. Your expertise and dedication will be greatly valued, and together, we can build a brighter future. We look forward to welcoming you to our team!

This is a public facing role so you’ll need to show off your fluency in speaking and writing English

About us
Our ambitious Luton 2040 Vision – that no-one in Luton will have to live in poverty – is at the heart of everything we do. We recognise that our people are remarkable, talented, committed and passionate about serving our residents.

The people of Luton depend heavily on this council – and that means our workforce! Are you ready to realise the remarkable and help us deliver our vision?

Application Process
Because of the nature of this job, it will be necessary for the appropriate level of criminal record disclosure to be undertaken. This post is exempt from the Rehabilitation of Offenders Act 1974 and therefore applicants are required to declare all unspent cautions and convictions; and also any adult cautions (simple or conditional), and spent convictions that are not protected as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (as amended in 2020). A person’s criminal record will not in itself prevent a person from being appointed to this post. Applicants will not be refused posts because of offences which are not relevant to, and do not place them at or make them a risk in, the role for which they are applying. However in the event of the employment being taken up, any failure to disclose such offence, as detailed above, will result in dismissal or disciplinary action by the Authority.

Benefits
We offer a range of excellent staff benefits which include:

- From 25 to 32 days’ annual leave: linked to length of service and grade
- Buying annual leave scheme: buy up to 20 days additional annual leave
- Career Pathways: step up in your career or move into a specialist area
- Pension scheme: with generous employer contributions of up to 20.2 per cent (at July 2023) and 3x salary death in service grant
- Generous relocation package: up to £8,000 (subject to eligibility)
- Employee Assistance Programme: a free, 24/7 confidential counselling and wellbeing support service available to all employees, their partner or spouse and dependent children over 16 still living at home
- Work/life balance: flexible working options including working from home where possible. We welcome requests for flexible working arrangements including part-time hours and alternative working patterns
- Training and support: unlimited access to development courses, mentoring and support and clear career pathways
- Staff offers: includes discounts on your MOT, gym and fitness, restaurants and salons
- Arriva Travel Club: great value savings on local bus travel

How to apply
We understand that job applications take time and effort, but a high-quality application shows that you are professional with a good attention to detail. The recruiting manager may receive a number of applications for each job advertised so you want yours to stand out!

Proud member of the Disability Confident employer scheme

Ensure guidelines concerning patients who do no attend (DNA's) clinic appointments are adhered to by complying with the failsafe system, which is a National Colposcopy requirement. Attendance at relevant internal/external meetings and to prepare the monthly colposcopy MDT list of patients to be discussed. Undertake training as and when required ensuring understanding and compliance of Trust Policies and procedures. (see JD for other main responsibilities)

As the PA to Construction Director, your role will involve the following important duties:

• Manage multiple diaries.
• Book accommodation and travel arrangements for the CEO with a daily meeting to update them.
• Organise and arrange meetings, sending out invitations, liaising with participants and taking meeting minutes.
• Filter emails and invitations, highlight urgent correspondence and print attachments in readiness for meetings.
• Prepare correspondence such as reports, briefing papers, letters, and emails including drafting general replies.
• Provide administrative support to other PAs and act as the primary contact with board members, and maintain board member records, including contracts, financial and performance reports.

As a successful PA to Construction Director, you will have the following:

• Previous Executive Assistant experience reporting to CEO essential.
• Excellent communication skills both written and verbal.
• Confidential and discrete with the ability to handle sensitive information.
• Strong IT skills.
• Experience taking meeting minutes, managing multiple diaries and creating reports.

Work within a busy practice assisting with written and oral communication with clients. Responding to queries from various organisations, and emails. Assisting caseworkers with administrative tasks. Make appointments, arrange interpreters, undertake reception duties, keep diaries and records up to date. Prepare cases for file closing, transfer and archiving. undertake additional duties required. Travel between offices as required.

The post holder will be responsible for providing a comprehensive medical secretarial service to the Consultant and the Consultants team. The medical secretary will be instrumental in the smooth running of the office and will need to work without supervision, using their initiative when dealing with enquiries that arise in the absence of the Consultant, to bring about a successful outcome. The post holder must be willing to work for other Consultants within the directorate. The post also demands the ability to communicate at all levels with patients, relatives, medical colleagues and allied health professionals and maintain a high standard of service to meet the needs of the patient. Please see Job Description for further information.

Greeting patients and members of the public, acting as first point of contact in an efficient, professional and friendly manner. Book patient in and depart patients on IPM & RMS Computer systems. Patient records are to be kept up to date with any changes that may be I Informed of. Responsible for upholding an effective appointment system offering available slots to patients. To keep patients up to date of any delays in clinic. Record on clinic all patients that did not attend and send correspondence Be responsible for incoming post, pass to appropriate person as necessary. Inputting new referrals on IPM and RMS received in the department To answer telephone queries and monitor/respond to answer phone messages, to be recorded in message book and passed on to correct Professional as required. Clinics are to be checked and orthoses available for the following days clinic. Process clinics in a timely manner completing outcomes, follow-ups and discharges. Producing all relevant documents and saving accordingly. Support other team members to ensure that Orthoses are accurately banded on Trust computer system iPM within set time period. The post requires the ability to communicate effectively with patients, relatives, medical colleagues and allied health professionals both on the phone and face to face. Ensuring messages and post is allocated to the correct member of the team. Scanning of all relevant documents to be transferred to patients records. And scanning of all old paper records where required. Ensure Walk-In and Ward patients are registered in IPM/RMS and walked onto appropriate clinic, and make professional aware of action that needs to be taken. Be responsible for checking and booking on via procurement all incoming deliveries. Ensuring appropriate appointments/contact are made for patient awaiting Orthoses. Maintaining Patient confidentiality at all times Support Admin Team Lead and Therapy Service manager with other administrative duties as requested Please see job description and person specification provided. If further information is required, please speak to our contact on advert.

Applications from apprentices are very much welcomed. This is a very rewarding but also extremely busy role, and would suite someone who can remain calm under pressure in challenging circumstances, whilst carrying out various tasks. You must have the flexibility to deal with interruptions and be an excellent, tactful communicator. If you are enthusiastic, motivated, have an eye for detail and ready for a challenge, then you are what we are looking for. Please kindly refer to the job description and person specification attached to this vacancy or get in contact with us.

The full job description and salary details can be found in the supporting documents on the right hand side. These are available for you to download and review. Further Information Salary: £22,431 - £26,382 per annum (£11.98 - £14.09 ph) depending on skills/experience. Pro-rata for part time hours. Hours: 7.5 hours per week | Tuesday 08:30 - 16:30 Location: BPAS Luton - The Albany, 4 Cardiff Rd, Luton LU1 1PP Interested so far? Don't delay, apply today! This job advert may close before the advertised closing date if sufficient applications have been received. Please apply for this job as soon as you can, if interested. The Small Print: All applicants must be pro-choice. If you do not hear from us within 2 weeks of the closing date, unfortunately you will not have been shortlisted on this occasion. References: All offers of employment are conditional based on satisfactory pre-employment checks. We require applicants to provide 3 years of employment references including information on reasons for leaving and any gaps in employment.

Please see job description and person specification provided. If further information is required, please speak to our contact on advert.

This is a part time role for a busy surgery reception. You will be working as part of a admin team who share workload to ensure the smooth running of the surgery. This role gives the candidate opportunity to train for many different aspects of the role. Main duties of the job To answer calls and book appointments, to deal with patient queries over the telephone and in person, to issue prescriptions, ordering of stock, stock take, scanning of letters, read coding letters, answering emails, provide administrative support for clinical staff,cover for other Reception team members may be required for sickness and annual leave. Overview of your organisation We are a small surgery with a patient list size of approx 5000. We have a small friendly team of admin and clinical staff at the surgery. Parking available

Provide the focal point of communication for all medical, professional and allied health staff both within the Trust and with external organisations, using judgement to facilitate a successful outcome for all enquiries Deal with concerned patients and relatives with tact, patience and discretion, especially when conveying sensitive information. Patient contact by telephone is an integral part of the departmental secretarial role, often to convey information, which can be difficult and distressing for patients to comprehend. Manage own workload, following through queries and chasing progress in order to free up clinical time for clinicians and improve information and access for patients Act independently to sort, distribute and prioritise incoming mail, including e-mail, using judgement, initiative and experience to prioritise and pass to clinicians or pass directly to other areas for action and information. Liaise with and support the outpatient pathway coordinator with the booking process to ensure that appointments and clinics are managed efficiently to meet service demands. Be responsible for ensuring that patient pathways progress in a timely manner in order to meet required target dates in conjunction with the pathway co-ordinator. Manage and communicate clinic changes including setting up additional clinics, changing, moving or cancelling clinics depending on clinician availability and/or service need. Have an overview of all absences to identify sufficient clinic cover and capacity utilisation. Conduct a monthly forward look review with clinicians to ensure that all availability is accurate and any changes are acted upon in a timely manner. Support the 18 week patient pathway by providing timely information to the medical 18 week team on a weekly basis on all tiers, 1, 2 and 3 as requested. This will involve the typing of outstanding letters on Big Hand, chasing approvals, chasing results/test/investigations and ensuring clinicians action to enable 18 week query to be reported on. Have an overview of timescales for best practice tariffs to ensure that all patients receive timely appointments. Maintain electronic diaries for the team, make appointments, plan and organise arrangements within the office. This will necessitate the post holder being able to prioritise. Ensure all correspondence for clinicians including clinical letters*, medico-legal reports, results, meeting minutes, IPRs are typed and dispatched promptly. *The post-holder will be required to support the medical transcription team by typing clinic letters for an agreed number of hours each week. During periods of high demand, secretaries will type departmental letters highlighted by clinicians as urgent. Departmental secretaries will ensure that all actions are completed in a timely manner and typed letters are printed and dispatched promptly. To print off all inpatient urgent referrals from ICE and ensure that clinicians are aware the day they are received and that they are actioned and reported on the same day Access systems for eReferrals and Advice and Guidance and liaise with the Outpatient Department to ensure that referrals are triaged and queries are answered by a Consultant in a timely manner. At the request of clinicians arrange any procedures required. Scan documents to Evolve as necessary. Undertake audit work as required. g. collection, checking and interpretation of statistical data and departmental information where appropriate. This includes the maintenance of databases and provide reports from these as required Order and maintain non stock equipment and stationery for the office. Organise and support regular/ad hoc meetings including business, clinical, educational and patient support group meetings. This will involve arranging the venue, equipment and catering and taking minutes if required. Occasionally meetings will be out of normal working hours (e.g. Joint Cardiology Cardiothoracic MDT meeting). Implement policies for own area/office/department. Ensure that the administration function within the department is appropriately staffed at all times to ensure the smooth running of the department. Support senior staff with recruitment efforts within the Cardiology department. This may include liaising with recruitment, preparing paperwork. Booking interview rooms, ensuring facilities are available to support any presentations/tests which form part of the interview process and acting as a runner on the day. Induct/train new departmental staff, including taking all new starters through the local induction booklet, arranging security badges, car parking, IT training etc. Advise junior staff of work pattern and inform regarding departmental policies/procedures. Ensure that the departmental webpage and intranet page are kept up to date. Carry out any reasonable work requests to meet the needs of the service

We have an opportunity within the Cardiology department at the Luton & Dunstable Hospital where we are seeking to recruit an enthusiastic, motivated full time Medical Secretary to join a fast paced secretarial team on a secondment. You will work alongside the existing administrative team to provide comprehensive and efficient secretarial support to Consultant Cardiologists and other clinicians within the team.

Candidates should be flexible and adaptable in their approach and able to work as part of a team as well as on their own initiative. The role relies on attention to detail, good time management and a proactive work ethic. The successful candidate will be instrumental to the smooth running of the service and will be able to work independently when dealing with enquiries that arise in the absence of the Consultant, to bring about a successful outcome.

The successful candidate will need to be a highly motivated and flexible team player with excellent organisational skills. The ability to work under pressure and effectively prioritise their own workload is essential. You will be able to work as part of a busy and proactive team to achieve targets and cope with work based pressures.

Ideally the candidate will have previous administrative experience within the NHS and must be able to do audio typing.

The post holder will be responsible for providing a comprehensive and departmental secretarial service to consultants, specialist nurses and other clinicians within the team. The Secretary will be instrumental in the smooth running of the office and will work without supervision, using their initiative when dealing with enquiries that arise in the absence of clinicians, to bring about successful outcomes.

The post holder must be willing to support the service as whole, flexible to working with other Consultants within the Directorate when needed. The post demands the ability to communicate at all levels with patients, relatives, medical colleagues and allied health professionals and maintain a high standard of patient experience.

Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.

We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.



Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.

All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.

Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
1. Provide the focal point of communication for all medical, professional and allied health staff both within the Trust and with external organisations, using judgement to facilitate a successful outcome for all enquiries
2. Deal with concerned patients and relatives with tact, patience and discretion, especially when conveying sensitive information. Patient contact by telephone is an integral part of the departmental secretarial role, often to convey information, which can be difficult and distressing for patients to comprehend.
3. Manage own workload, following through queries and chasing progress in order to free up clinical time for clinicians and improve information and access for patients
4. Act independently to sort, distribute and prioritise incoming mail, including e-mail, using judgement, initiative and experience to prioritise and pass to clinicians or pass directly to other areas for action and information.
5. Liaise with and support the outpatient pathway coordinator with the booking process to ensure that appointments and clinics are managed efficiently to meet service demands.
6. Be responsible for ensuring that patient pathways progress in a timely manner in order to meet required target dates in conjunction with the pathway co-ordinator.
1. Manage and communicate clinic changes including setting up additional clinics, changing, moving or cancelling clinics depending on clinician availability and/or service need.
2. Have an overview of all absences to identify sufficient clinic cover and capacity utilisation. Conduct a monthly forward look review with clinicians to ensure that all availability is accurate and any changes are acted upon in a timely manner.
3. Support the 18 week patient pathway by providing timely information to the medical 18 week team on a weekly basis on all tiers, 1, 2 and 3 as requested. This will involve the typing of outstanding letters on Big Hand, chasing approvals, chasing results/test/investigations and ensuring clinician’s action to enable 18 week query to be reported on.
4. Have an overview of timescales for best practice tariffs to ensure that all patients receive timely appointments.
5. Maintain electronic diaries for the team, make appointments, plan and organise arrangements within the office. This will necessitate the post holder being able to prioritise.
6. Ensure all correspondence for clinicians including clinical letters*, medico-legal reports, results, meeting minutes, IPRs are typed and dispatched promptly.

*The post-holder will be required to support the medical transcription team by typing clinic letters for an agreed number of hours each week. During periods of high demand, secretaries will type departmental letters highlighted by clinicians as urgent.
1. Departmental secretaries will ensure that all actions are completed in a timely manner and typed letters are printed and dispatched promptly.
2. To print off all inpatient urgent referrals from ICE and ensure that clinicians are aware the day they are received and that they are actioned and reported on the same day
3. Access systems for eReferrals and Advice and Guidance and liaise with the Outpatient Department to ensure that referrals are triaged and queries are answered by a Consultant in a timely manner.
4. At the request of clinicians arrange any procedures required.
5. Scan documents to Evolve as necessary.
6. Undertake audit work as required. g. collection, checking and interpretation of statistical data and departmental information where appropriate. This includes the maintenance of databases and provide reports from these as required
7. Order and maintain non stock equipment and stationery for the office.
8. Organise and support regular/ad hoc meetings including business, clinical, educational and patient support group meetings. This will involve arranging the venue, equipment and catering and taking minutes if required. Occasionally meetings will be out of normal working hours (e.g. Joint Cardiology Cardiothoracic MDT meeting).
9. Implement policies for own area/office/department.
10. Ensure that the administration function within the department is appropriately staffed at all times to ensure the smooth running of the department.
11. Support senior staff with recruitment efforts within the Cardiology department. This may include liaising with recruitment, preparing paperwork. Booking interview rooms, ensuring facilities are available to support any presentations/tests which form part of the interview process and acting as a runner on the day.
12. Induct/train new departmental staff, including taking all new starters through the local induction booklet, arranging security badges, car parking, IT training etc. Advise junior staff of work pattern and inform regarding departmental policies/procedures.
13. Ensure that the departmental webpage and intranet page are kept up to date.
14. Carry out any reasonable work requests to meet the needs of the service


This advert closes on Monday 1 Apr 2024

Work within a busy practice assisting with written and oral communication with clients. Responding to queries from various organisations, and emails. Assisting caseworkers with administrative tasks. Make appointments, arrange interpreters, undertake reception duties, keep diaries and records up to date. Prepare cases for file closing, transfer and archiving. undertake additional duties required. Travel between offices as required.

To greet patients correctly, using empathy and reassurance. Check patients in for appointments in the Imaging Department and direct to the appropriate imaging area. To deal sensitively and discreetly with patients queries both by telephone and when they attend the Department. Use specialised knowledge of various imaging modalities, to advise if patients need to change, offering assistance if required. To use flexible communication skills to overcome barriers to understanding as necessary. Refer to relevant professional staff if needed. To occasionally deal with patients when upset, distressed, or unwell. This may entail dealing with aggressive patients and their relatives. To be able to assess the baseline requirements on an imaging request, such as correct patient and clinical information and the appropriateness of the request. To use initiative, guided by department protocols, in assessing any non-routine requests, being able to give basic clinical guidance where necessary. To proactively oversee the length of wait for all patients, use appointment sessions to a maximum to ensure no waiting list breaches occur and highlight any potential problems with possible solutions to manager. To schedule appointments on CRIS (Radiology computer system) taking into account the patients medical condition for example, diabetes, and forthcoming clinic appointments. Arrange associated details such as admission of patient for imaging procedures, book transport and translators. Check menstrual cycle dates for certain examinations. To provide straightforward clinical information to patients where necessary. To arrange specialist sessions inclusive of private patients for the Radiologists. This will entail that information is available, beds arranged when required, room booked and relevant personnel informed. Ensure that an examination information sheet is sent to the ward per examination, to ensure that the correct patient preparation is undertaken e.g. bloods. To liaise with wards, medical secretaries, outpatients, midwives and GP surgeries regarding patients and their appointments and deal with telephone queries from these sources. To be able to deal efficiently and in a timely fashion, with queries regarding patient appointments, procedures and results; investigating any delays. To be able to concentrate in a multi-task environment to deal with frequent, unpredictable interruptions of a complex nature. To maintain the examination appointment diary incorporating, for example, service dates and professional staff annual leave to ensure that imaging room time is maximised. Control the Consultant Radiologists, Radiographer and Sonographer sessions re number of patients and type of examinations against agreed protocols. To be familiar with and to use continuously the Imaging Department and ICE and IPM computer system to register patients, track files, make appointments and deal with records of patients who do not attend. Undertake day-to-day housekeeping inclusive of backup of the CRIS computer system. Use CMIS Maternity system for checking details of patients. To identify and deal with patients who pay for their examinations and ensure that current procedures are adhered to, for example, private patients, overseas visitors, Category II patients. Collate and submit Cat II records on a regular basis. To undertake general office duties, this will include overseeing stationary requirements for the administrative team, photocopying, and filing, maintaining and changing printer ribbons and keeping check of stock levels. To respond to the Emergency Call system sited in office area and alert relevant professional staff. To maintain records for the department, including DNA, waiting lists, number of referrals and ad hoc audit information. To be familiar with the duties and provide cover for other members of the Clerical Imaging Directorate team when required to ensure that fully integrated office systems are maintained. To operate a partial booking system as required.