Senior Admin Assistant

Job description

Job responsibilities

Planning & Organisational Duties

Planning work of clerical staff including roster of staff over multiple sites, ensuring all daily duties are completed

Decision making such as prioritising work load of the staff to assist with the frequent unscheduled activity or ensuring that extra activity does not compromise the patient care by cancelling and moving patients

Booking and managing all patients for multiple procedures, diagnostics and appointments. Managing non routine activity such as re-scheduling patients some of which can be more difficult to communicate but provide the best quality of care, managing emergency bookings as well as stand by patients to come in as extra activity

Problem solve and communicate complex information such as changing or cancelling one type of test and replacing it with different types which require different pre assessment needs. This information will be given to the patients who will not necessarily readily appreciate the changes. Use protocols that requires the patients to stop medication prior to specified diagnostic testing Use multiple IT systems to plan Cath lab and clinics lists by using the multiple patients booking system to maximize activity and prevent breaches.

Communicating with patients as well as multiple teams to ensure pre procedure requirements are completed such as ensuring bloods tests are completes, pre op appointment and fasting or stopping medical therapy are confirmed in line with policies of the department

Co-operate with all disciplines staff of WWL NHS Trust and also our neighbouring trusts for the transfer of patient activity,

Administration of the patient appointment systems such as creation of templates, changes to appointment letter templates

Assist in the induction process for new users on the Cardio-Respiratory and Cath Lab including other relevant IT Systems. Also to include sharing knowledge and experience in Cardio-Respiratory and Cath Lab administration procedures

Liaising with porters, wards staff and ambulances regarding the transit of patients and arranging necessary transport

Liaison with External sources eg: GPs or Tertiary Centres regarding the post diagnostic or treatment continuity of the patient care.

Advise manager of trends in referral/waiting times for appointments in line with targets. Monitors attendances and DNAs, reports to line manager and ensure appropriate follow ups are arranged as per protocol.

Receive and process mail, referral letters and telephone calls. Advice available from MDTs Experience in working in a clerical environment with good inter-personnel and communication skills

Working without supervision but with obligation to seek advice for those duties/tasks which go beyond prescribed schemes of works

Produce reports using Microsoft/Excel applications.

To identify improvements to the service provision of services to the public and manage the implementation.

Oversees running of clinics to ensure they are timely and efficient

Represent the clerical staff at meetings where policy and service development/changes are discussed.

Responsible for ensuring all patients receive appropriate review appointments on leaving the unit.

Monitor and record patient flow through the unit.

Participate in the audit of the service by preparing reports of data.

Data input of service/scanning patient results.

Communication & Key Working Relationships

Have a confident, empathetic approach to investigation and negotiate when dealing with occasional; highly distressing situations such as cancelling patients procedures based on the demand of the acutely ill patients.

The necessity to communicate either on the telephone or face to face with various internal and external sources both Clinical and Non-Clinical eg: Patients, Clinicians, Trust Staff, Directorate Staff, and Solicitors

Good communication and interpersonal skills in order to exchange information with patients who have a variety of barriers to understanding and language, ie use of various language services activated when necessary. On occasion there can be distressing or highly emotional situations that the post holder will be exposed too particularly when the treatment or operation is to be cancelled

To maintain good working relationships with all the disciplines even when there can be barriers to communication

To respect the individuality, values, cultural and religious diversity of clients and contribute to the provision of a service sensitive to these needs.

Responsibility for Finance

To identify deficits in resources required to carry out the job and bring to the attention of the manager

To be responsible for the monitoring of materials and equipment and maintain stocks.

To organise booking of transport and interpreter services with financial cost to the Service and the Trust.

Responsibility for Human Resources

• To maintain personal and professional development to meet the changing demands of the job, participating in appropriate training activities when required.
• To participate in clinical supervision sessions highlighting development needs
• To comply with annual PDR and appraisal system and to assist in PDR of junior staff
• To contribute to the induction of new staff.

Responsibility for Health and Safety

• Compliance with the Health & Safety at Work Act 1974 the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Responsibility for Teaching

• To participate in and contribute to the training and education of all other staff when required

Person Specification

Qualifications

Essential

• Educated to GCE/CSE/GCSE 'O' Level Standard or equivalent

Experience

Essential

• Working to deadlines Working as part of a multi-disciplinary team
• Working in an office environment
• Extensive use of hospital/NHS IT systems, SOLUS,
• Working as part of a multi-disciplinary team

Skills

Essential

• Communicate with others effectively using a variety of methods.
• Excellent literacy and numeracy skills
• Prioritise and organise own workload.
• Work effectively with IT equipment including excellent keyboard skills
• Competent in the use of Microsoft Office packages.

Knowledge

Essential

• Administrative working
• NHS IT systems and workflow

Additional

Essential

• Ability to work effectively both alone and as part of a team, with a commitment to deliver high standards of care
• Diplomatic, courteous, patient
• Reliable, flexible, responsive and proactive.
• Motivate and encourage staff under supervision.
• Work effectively when under pressure
• Use of initiative
• Problem solving
• Think and respond quickly to non-routine queries and situations
• Able to travel between site within appropriate timescales
• Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

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

Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust

Address

RAEI, Leigh & Community Diagnostic Centre

Wigan Lane

Wigan

WN1 2NN

Employer's website

http://www.wwl.nhs.uk/ (Opens in a new tab)