Job summary
An exciting opportunity has arisen for a part time Clinical Office Administrator to work in the Diabetes and Endocrine service in the StephanieMarks Diabetes centre at St Peter's Hospital, Chertsey.
We are looking for an individual who is enthusiastic, adaptable, and committed, with excellent people and communication skills, who will rise to a new challenge. The ability to work flexibly, under pressure and meeting deadlines is also necessary.
Main duties of the job
- Provide a comprehensive support administrative service to the Consultants, their medical team and their administrative colleagues.
- Be expected to organise their workload with the Consultants and their teams and co- ordinate their activities with other clinical office administrative co- Ordinator's to ensure that an efficient service is provided.
- Carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work.
- Ensure that confidentiality is maintained at all times.
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.
Please see the supporting links which you can find on the right-hand side of this job advert. There is guidance on how to make an application on NHS Jobs as well as more information about joining the ASPH Team
Although it isn't the Trusts normal practice, adverts may close early, so applicants are encouraged to submit an application as soon as possible.
Job description
Job responsibilities
- Support the Clinical Office Administrative Co-ordinators and Clinical Office
- Work as part of the administrative team to ensure that clinic appointments are booked, letters are downloaded, printed and proof read using the transcription service.
- Ensure clinic outcomes are actioned (e.g. add to waiting list).
- Sort, distribute and prioritise incoming post / email queries using judgement and experience. Deal with enquiries by letter/email/telephone from patients, GPs, other hospitals, and other healthcare professionals. Ensure any requests for blood glucose meters, sending of information packs and uploading of documents are completed.
- Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.
- Coordinating and organising of insulin pump showcases which will identification, invitation booking venues and tracking of attendee patients, pump reps and diabetes specialist care team.
- Collating of patient date for the Diabetes specialist care team so that funding can be reviewed and actioned promptly prior to submitting.
- Liaise with all staff concerned with patient services such as linking of patients and healthcare practitioners to various remote monitoring platforms, and be the first point of contact for this
- Establish good levels of communication and liaise with other secretaries, medical staff and other departments and hospitals.
- Managing own workload, prioritising as necessary
- Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.
- Through self-development, continuously update knowledge of new trends / and maintain and improve knowledge and competence and be familiar with the different insulin pumps that patients use.
- Be responsible in ensuring all insulin / CGM spreadsheets and insulin pump order forms are kept up-to-date and accurate.
- Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
- Undertake all mandatory training as required by the Trust
Job description
Job responsibilities
- Support the Clinical Office Administrative Co-ordinators and Clinical Office
- Work as part of the administrative team to ensure that clinic appointments are booked, letters are downloaded, printed and proof read using the transcription service.
- Ensure clinic outcomes are actioned (e.g. add to waiting list).
- Sort, distribute and prioritise incoming post / email queries using judgement and experience. Deal with enquiries by letter/email/telephone from patients, GPs, other hospitals, and other healthcare professionals. Ensure any requests for blood glucose meters, sending of information packs and uploading of documents are completed.
- Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.
- Coordinating and organising of insulin pump showcases which will identification, invitation booking venues and tracking of attendee patients, pump reps and diabetes specialist care team.
- Collating of patient date for the Diabetes specialist care team so that funding can be reviewed and actioned promptly prior to submitting.
- Liaise with all staff concerned with patient services such as linking of patients and healthcare practitioners to various remote monitoring platforms, and be the first point of contact for this
- Establish good levels of communication and liaise with other secretaries, medical staff and other departments and hospitals.
- Managing own workload, prioritising as necessary
- Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.
- Through self-development, continuously update knowledge of new trends / and maintain and improve knowledge and competence and be familiar with the different insulin pumps that patients use.
- Be responsible in ensuring all insulin / CGM spreadsheets and insulin pump order forms are kept up-to-date and accurate.
- Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
- Undertake all mandatory training as required by the Trust
Person Specification
Experience
Essential
- Previous administration experience
- Working in a busy office and dealing with conflicting demands
Desirable
Qualification and Further Training
Essential
- English and Maths GCSE Grade C or Equivalent
- Computer skills
Skills
Essential
- You have knowledge & awareness of diversity and human rights as appropriate to your role
- You are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role
- Able to prioritise work
Desirable
- Able to provide a customer focussed service
- Confident in use of computer packages such as Microsoft Office and the ability to learn new systems
Attitude, Behaviour and Values
Essential
- Flexible in their attitudes and behaviours to support team working and delivery of objectives
- Willing and able to take personal responsibility
- Always puts patients first
- Demonstrates passion for excellence
Desirable
- Seeks out and takes opportunities for improving the service offered
- Supports learning and development of self and others
Other
Essential
- Able to demonstrate that you are honest, reliable and trustworthy
- Ability to be flexible to meet the needs of the team, the service and the Trust
Person Specification
Experience
Essential
- Previous administration experience
- Working in a busy office and dealing with conflicting demands
Desirable
Qualification and Further Training
Essential
- English and Maths GCSE Grade C or Equivalent
- Computer skills
Skills
Essential
- You have knowledge & awareness of diversity and human rights as appropriate to your role
- You are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role
- Able to prioritise work
Desirable
- Able to provide a customer focussed service
- Confident in use of computer packages such as Microsoft Office and the ability to learn new systems
Attitude, Behaviour and Values
Essential
- Flexible in their attitudes and behaviours to support team working and delivery of objectives
- Willing and able to take personal responsibility
- Always puts patients first
- Demonstrates passion for excellence
Desirable
- Seeks out and takes opportunities for improving the service offered
- Supports learning and development of self and others
Other
Essential
- Able to demonstrate that you are honest, reliable and trustworthy
- Ability to be flexible to meet the needs of the team, the service and the Trust
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.
