Job summary
Medical Administrator - Community Paediatrics (Band 3, Fixed Term, Maternity Cover, 25 Hours per Week)
We are looking for a dedicated and professional Medical Administrator to provide efficient and confidential administrative support to the specialist team. This fixed-term maternity cover role plays a key part in ensuring the smooth delivery of patient care and specialist services.
Strong communication skills are essential, as the post-holder will liaise with patients, relatives, GPs, and hospital staff to maintain a high-quality service for both patients and clinicians.
The successful candidate will work as part of the Administrative Support Team and report to the Community Paediatric Administration Lead for the duration of the fixed-term contract.
Additional working pattern details: Working pattern to be decided following interview
Main duties of the job
KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- NVQ level three in administration or equivalent experience, Appropriate experience in a hospital or office environment
- IT experience of Microsoft Office packages
- IT capable to ensure proficient use of hospital computer systems
- An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
- Proven organisational skills with the ability to prioritise workload and to work to deadlines
- Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
- Good interpersonal skills for dealing with people internal and external to the organisation
- Ability to work flexibly within a team
- Ability to work quickly and accurately
-Ability to use own judgement and initiative as appropriate
Previous Paediatric experience is beneficial
About us
We are a very busy department who needs an energetic, but exceptionally organised person to join our team. If you like to be kept busy, enjoy variety and have good attention to detail whilst working under pressure, this will be the ideal role for you.
We are looking to recruit an enthusiastic and highly motivated person (Band 3), who is committed, demonstrates loyalty and is prepared to work hard when necessary to complete all tasks required. Experience in the NHS is desirable, but a willingness to learn and be adaptable is essential.
In return, we can offer you a job where you are valued in supporting our team and making a difference to patients
Job description
Job responsibilities
KEY RESULT AREAS
Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:
Referrals, Booking and Clinic Prep
- Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence
- Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity
- Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner
Transcription
- Preparing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Administration Lead.
Outcomes and Results
-Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action
Specialty Specific Support
- Regularly informing the Administration Lead about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinician or Administration Lead.
- Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.
- Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc
Job description
Job responsibilities
KEY RESULT AREAS
Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:
Referrals, Booking and Clinic Prep
- Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence
- Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity
- Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner
Transcription
- Preparing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Administration Lead.
Outcomes and Results
-Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action
Specialty Specific Support
- Regularly informing the Administration Lead about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinician or Administration Lead.
- Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.
- Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- IT experience of Microsoft Office packages
Desirable
- NVQ level three in administration or equivalent experience
Experience
Essential
- Appropriate experience of working in a busy office
- Previous experience of dealing with members of the public
Desirable
- Previous medical secretary/hospital experience
Knowledge/ Skills
Essential
- Excellent verbal and written communication skills with good command and understanding of English, punctuation and grammar
- Good organisational skills
- Working knowledge of Microsoft Office including Word, Excel and Outlook
Desirable
- Knowledge of NHS systems Trak/PAS/PACS/Infoflex
- Knowledge and awareness of health and safety issues, risk management and data protection
- Previous Paediatric Experience
- Knowledge of Graduated Pathway Process
Person Specification
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- IT experience of Microsoft Office packages
Desirable
- NVQ level three in administration or equivalent experience
Experience
Essential
- Appropriate experience of working in a busy office
- Previous experience of dealing with members of the public
Desirable
- Previous medical secretary/hospital experience
Knowledge/ Skills
Essential
- Excellent verbal and written communication skills with good command and understanding of English, punctuation and grammar
- Good organisational skills
- Working knowledge of Microsoft Office including Word, Excel and Outlook
Desirable
- Knowledge of NHS systems Trak/PAS/PACS/Infoflex
- Knowledge and awareness of health and safety issues, risk management and data protection
- Previous Paediatric Experience
- Knowledge of Graduated Pathway Process
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.
