Band 3 Administrator (Pulmonary Rehabilitation, Therapies) UHL

Job description

Job responsibilities

1. Pulmonary rehabilitation administration

To deal with patients in a mature manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.

To register patient details on RIO ensuring a high level of data accuracy.

To deal with written and telephone enquiries for pulmonary rehabilitation as appropriate.

To book new and follow up appointments as required for patients on RIO

To participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.

Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries.

Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites.

Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.

Attend additional training as required and assist new staff with training.

On occasion to manage potentially aggressive, verbally abusive visitors which must be dealt with appropriately following agreed procedures and protocol.

To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.

Manage tidiness and appearance of office

To highlight any referrals which require urgent attention and deal with them promptly, this can sometimes involve discussions with the team directly to arrange where the patient needs to be booked.

To develop working relationships across the trust with consultants and their teams including medical secretaries, specialty and general managers.

Check all the records ensuring all loose pages are filed correctly.

Update records as per requirements.

Get the Family and Friends Test completed, and other relevant pulmonary rehabilitation surveys, when a patient is discharged, as required

2. Ordering, Receiving and Despatching Goods

Order all stock for services within site as relevant.

Maintain skills in ordering on SBS system.

To be responsible for receiving all goods on arrival at bases, and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.

To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.

3. General Administration/Clerical

To take messages ensuring complete confidentiality in accordance with Trust policy.

General filing duties as required.

Accurate data entry.

Provide cover for the above duties across all sites as required.

To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical notes, photocopying and scanning etc. when required.

Maintain confidentiality at all times.

To book translators when requested by clinicians ensuring they are given a relevant code for the service.

To be aware of existing processes and offer suggestions for improving services.

Take minutes as required.

Any adhoc typing required, i.e. letters etc.

Ensure all Mandatory training is undertaken in a timely manner.

Any other equivalent duties consistent with the level and purpose of the post.

To create and upload referrals for patients, and discharge as appropriate on RIO.

To send text reminders to patients for appointments via email system

To respond to emails as appropriate in a professional manner

To upload all patients referred on to the pulmonary rehabilitation live database spreadsheet with accurate patient records.

To assist the lead physiotherapist with data collection and monthly statistics of the pulmonary rehabilitation service.

To assist with accurate data uploading to national audit database for pulmonary rehabilitation patients.

Person Specification

Qualifications & Training

Essential

• oGood standard of education NVQ 2 or equivalent
• oGCSE English Language or equivalent
• oClear handwriting and spelling

Desirable

• oNVQ Business Administration - Level II or equivalent
• oRSA II
• oCertificate in Office
• oICare Trained
• RIO trained

Experience

Essential

• oPrevious experience of working in a busy environment
• oPrevious experience in an admin role

Desirable

• oPrevious experience of working in a busy environment in a healthcare setting
• oExperience on the ICare System and Electronic Discharge Summaries System
• oPrevious experience of minute taking

Knowledge & Skills

Essential

• oBasic computer literacy (Word, Excel, PowerPoint)
• oGood organisational and administration skills
• oGood customer care skills
• oEffective communication skills
• Basic understanding of practical Date Protection issues
• Ability to work well within a team
• Ability to work to tight deadlines and within available resources

Desirable

• oAbility to prioritise a busy workload

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.

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

University Hospital Lewisham

Lewisham High St

London

SE13 6LH

Employer's website

https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)