Administration Assistant

North West Anglia NHS Foundation Trust

This job is now closed

Job summary

An exciting opportunity has arisen for an Administrative Assistant within the busy Obstetrics and Gynaecology department. Working with the support and guidance of the secretarial team, the focus of the role is to perform all allocated secretarial and administration tasks required to meet the needs of the service.

*Please Note the advert may close sooner than the date advertised due to levels of interest, closing of the advert will happen with no notice*

Main duties of the job

Provide efficient and comprehensive secretarial and administrative support within the Obstetrics and Gynaecology Department.

o Contribute to the department operating to the highest standards, ensuring that it not only meets but exceeds patients' expectations.

o Be responsible for ensuring that all duties are carried out in accordance with the correct procedures and policies.

o Support the team in developing the range of competencies required.

o Significantly contribute to the delivery of Trust standards for clinic typing.

o Ensure that e-Track information is correct and accurate and relayed to the Medical Secretary/Senior Medical Secretary in a timely fashion.

o Deal sensitively and effectively with telephone enquiries from patients, relatives and colleagues ensuring confidentiality is always maintained.

o Dealing with incoming and outgoing mail/emails.

About us

We are dedicated to fostering diversity and inclusivity within our workforce and warmly welcome applications from individuals of all backgrounds, with a particular emphasis on encouraging those from disabled, Black, Asian and Minority Ethnic (BAME) communities, as well as candidates from our local area.

As part of our commitment to supporting our employees we offer a range of benefits including:

Generous annual leave entitlement starting at 27 days and increasing to 29 days after five years of service and 33 days after 10 years of service, in addition to the national Bank Holidays (pro-rata for part time staff);
Membership of the NHS Pension Scheme:
Flexible working opportunities;
Enhanced hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
Opportunities for career development and training to help you progress in your role;
Wellbeing support and activities to promote a healthy work environment;
Access to our in-house physiotherapy service;
On-site canteens offering subsidised meals;
Subsidised staff parking (currently free);
Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough

We strive to create a supportive and inclusive workplace where employees feel valued and empowered to excel in their roles. Join us and become part of a team dedicated to making a positive difference in our community.

Date posted

21 August 2024

Pay scheme

Agenda for change

Band

Band 2

Salary

£23,615 a year pa

Contract

Permanent

Working pattern

Full-time

Reference number

176-M-6514104

Job locations

Hinchingbrooke Hospital

Hinchingbrooke Park Rd

Huntingdon

PE29 6NT

Job description

Job responsibilities

Administration Patient Records

The post holder is required to maintain both paper and computerised records in accordance with Trust standards.

Ensure that data entered onto any local systems is complete and accurate.

Ensure patients receive accurate information using the Medway system under the guidance of the Medical Secretary/Senior Medical Secretary.

Audio typing of patient information, including the typing of letters, discharge summaries and reports, utilising EPRO and InfoFlex.

Using hospital system to produce standard letters and transfer information across.

Ensure any information detailed in clinic/discharge communications have been actioned appropriately and highlight to relevant department e.g. booking of follow up appointments.

Work within guidelines relating to data protection and confidentiality.

Deal with any problems in a constructive manner, communication with relevant staff as necessary.

Access to GP tracing database to maintain and keep patients details up to date.

RTT Pathway

Liaise with outside Trusts when necessary for patient care.

Ensure that data entered onto any local systems is complete and accurate.

Audio typing of patient information, including the typing of letters, and reports, utilising EPRO (internal MS Word-based software) and delegate work when required to ensure information is up to date for 18-week validation processes.

Ensure any information detailed in clinic / discharge communications have been actioned appropriately and highlight to relevant department, e.g. booking of urgent follow-up appointments.

Telephone contact with patients and answering queries.

Work within guidelines relating to data protection and confidentiality.

Assist in producing relevant guidelines / SOPs as required.

Deal with any problems in a constructive manner, communicating with relevant staff as necessary.

Administration - General

The post-holder will help to facilitate the smooth running of relevant areas of the Division with a good working relationship with our Peterborough Typist, Medical Secretaries and Senior Medical Secretary to look at supporting one another when needed with the oversight from the Administration Pathway Coordinator.

General administrative duties, as required, to include:

Typing, photocopying, and emailing of information, including distribution of copies to appropriate destinations.

Ensure that the service is covered by co-ordinating said leave to always ensure adequate support.

Training/supportive of new staff.

Resource Management

To participate in the Trusts mandatory training programme, (manual handling, fire training, and health and safety).

To maintain skills, as agreed in annual appraisal and outlined in the personal development plan.

To participate in the departments training programme, to assist and maintain skills.

To be aware of issues or concerns regarding the use of equipment and resources and notify relevant person.

To be responsible for the safe and effective maintenance of equipment relevant to the area of work, and report faults to relevant persons / departments.