Respiratory and Thoracic Surgery Administrator

Job description

Job responsibilities

Job Summary

1. To carry out secretarial and administrative duties to provide an efficient and effective medical administration and secretarial service to the care group/division, including the designated consultant(s), junior medical staff and multidisciplinary team

2. To facilitate provision of information relating to appointments and admission to patients

3. To provide cover for other medical secretaries and secretarial duties within the division

Main tasks & responsibilities

Patient/customer care

Answer telephone queries and provide non-clinical advice regarding patient care and appointments/admission to patients, Trust staff, referring GPs and consultants

To act as first point of contact for many patients and members of the general public seeking information and support from the hospital. The post holder must be able to triage the calls appropriately, as well as deal sympathetically with people who may be bereaved, distressed or angry using tact, persuasion and discretion. Assessing priorities and initiating action as required.

Communication

Liaise with outpatients to arrange appointments for patients and with relevant departments to arrange investigations for patients, and ensure patients are involved accordingly. This can involve multiple bookings for individual patients which require co-ordination

To liaise with the bed manager/ coordinator to facilitate patient admissions where required

Liaise with external agencies (coroner, GP, hospitals, DVLA, DWP) and facilitate provision of reports/results from the clinical team

To assist resolving informal complaints and support the formal complaints process

Co-ordination of relevant information in the event of a patient death including internal notification of death form, cancellation of future appointments and informing medical records

Liaise with staff from outreach clinics

Information processing and management

Preparing and distributing documents relating to clinical work in a timely fashion. Examples include:

- Discharge summaries

- Post discharge letters

- Clinic letters

- General correspondence to patients or referrers

Ensure that appropriate clinical documents and images are uploaded onto Trust systems such as EPR and AGFA

Use prescribed Trust systems such as EPIC to prepare dictated correspondence

Type general correspondence/documents/presentations for the consultant in relation to education, administration, research etc

To file copies of clinical documents (e.g. letters, reports and results of investigations) in patients case notes

To file non-clinical documentation

To track medical records appropriately

To assist in searching for medical records to support other colleagues

To update records and register patients on EPIC as required

Scheduling of procedures within EPIC, and creation and distribution of all relevant documents

Service development

Deputise for others and provide cross-cover within the team/division/care group

Undertake appropriate administration duties on behalf of the directorate when requested

Provide advice and support to new staff members or temporary staff

To participate actively in team discussions on business planning and service development of administrative and secretarial systems, including the implications on these systems of changes in clinical practice

To evaluate and reprioritise own workload in accordance with competing demands from patients, medical staff and others

Resource management

To maintain diary for the consultant, including arranging meetings and clinical commitments

To be responsible for the management of meetings including provision of rooms, facilities, distribution of agenda and minute taking

Inform departments when consultant leave is scheduled, rearrange commitments where possible and assist in arranging cover where required

Organise travel arrangements for the consultant in relation to clinical duties

To enter and/or amend patient information onto the waiting list as required

To monitor choose and book activity and deal with referrals in a timely and appropriate manner

Manage correspondence sent to the consultant in a timely manner and ensure appropriate action is taken

Management of consultants email inbox, replying and forwarding messages where appropriate

To report faults with office or IT equipment

Any other duties that may be required following discussion with line manager

Person Specification

Administrative and/or Secretarial Experience

Essential

• 1 year

Experience of EPIC system

Desirable

• 1 year

Experience of speaking with patients

Desirable

• 1 year

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Guy's and St Thomas' NHS Foundation Trust

Address

Harefield Hospital

Hill End Road

Harefield

UB9 6JH

Employer's website

https://www.guysandstthomas.nhs.uk/careers/careers.aspx (Opens in a new tab)