Job summary
This is an exciting opportunity to join our Upper GI & Bariatrics Team in AshfordHospital as a Band 3 Clinical Office Administrator.
The successful applicant will have the ability to work as part of the team in order to deliver a high-quality patient experience and administrative service for our team, display excellent communication skills, and have an understanding of delivering healthcare services. You will need to demonstrate commitment to care quality and performance delivery, alongside being a team player with the ability to problem solve and work independently.
An understanding of the 18-week patient pathway is preferable, although training will be given. You will be required to use a number of systems including Cerner, ERS, Evolve and Dictate IT. Previous experience of these systems is desirable, but not essential, as training will be provided.
Applicants should refer to the Person Specification to ensure they meet the criteria for the post.
Main duties of the job
The Clinical Office Administrator will;
- Undertake a range of administrative and clerical activities including:Reception duties, booking appointments, managing patient records and information, filing and dealing with general enquiries.
- In addition the role will provide other clerical and administrative support to the out- patient upper GI and Bariatric service as required.
- The post holder will come in to direct contact with patients, carers, relatives and healthcare professionals.
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, 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 ASPH. We are committed to providing continuous professional development and flexibility to shape our workforce around our patient care.
We are expanding our theatres at Ashford Hospital and moving towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures.
We can offer you the full range of NHS benefits/discounts and in addition:
- Excellent pension scheme and annual leave entitlement
- On-site Nurseries
- On-site staff cafes
- On-site parking
- Support in career development
- Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics
Adverts may close early, so applicants are encouraged to submit an application as soon as possible.
For more information about a career at ASPH please visit:www.asph-careers.org
Job description
Job responsibilities
- Overview of Responsibilities :
- To provide clerical support to the Divisional Clinical Office.
- Support the Clinical Office Co-ordinators.
- To ensure clinic outcomes are dealt with in a timely manner.
- Work as part of the administrative team to ensure that clinic letters are actioned and distributed using the dictate IT system.
- Assist in the booking of clinics when required.
General office duties including filing and photocopying and ordering of stationery supplies, within agreed limits.
- Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to consultants and which may be passed to other areas for information or action.
- Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.
- Implement any relevant Trust and Directorate polices on behalf of the Consultant team.
- Competent use of Patient Administration System (Cerner) after training in accordance with required departmental standards of work.
- Ensure that effective communication both within the Trust and between the hospital, GPs and patients is maintained. Exercise independent judgement and initiative based on acquired experience and knowledge when problems arise by taking appropriate action to resolve the problems or refer to the appropriate person.
- Ad hoc retrieval of medical records/X-rays/investigation results relating to patient/Consultant enquiries.
- Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management.
- Deal with enquiries from patients, GPs, other hospitals and other Consultants.
- Action results of clinical investigations within procedural guidelines.
- Establish good levels of communication and liaison with other secretaries, medical staff and other departments and hospitals.
- Managing own workload, prioritising as necessary.
- Work as part of a team and assisting with the training of new and temporary staff. Providing support and advice where appropriate, including assisting new clinicians with the use of dictation equipment until self-sufficient.
- Support the day-to-day organisation and management responsibilities of the Consultant, diary, arrange meetings, appointments etc.
- 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.
- Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.
- When required assist with the investigation and compilation of responses to complaints within optimum deadlines.
- Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
- Undertake all mandatory training as required by the Trust.
- Any other duties relevant to the above tasks.
Job description
Job responsibilities
- Overview of Responsibilities :
- To provide clerical support to the Divisional Clinical Office.
- Support the Clinical Office Co-ordinators.
- To ensure clinic outcomes are dealt with in a timely manner.
- Work as part of the administrative team to ensure that clinic letters are actioned and distributed using the dictate IT system.
- Assist in the booking of clinics when required.
General office duties including filing and photocopying and ordering of stationery supplies, within agreed limits.
- Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to consultants and which may be passed to other areas for information or action.
- Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.
- Implement any relevant Trust and Directorate polices on behalf of the Consultant team.
- Competent use of Patient Administration System (Cerner) after training in accordance with required departmental standards of work.
- Ensure that effective communication both within the Trust and between the hospital, GPs and patients is maintained. Exercise independent judgement and initiative based on acquired experience and knowledge when problems arise by taking appropriate action to resolve the problems or refer to the appropriate person.
- Ad hoc retrieval of medical records/X-rays/investigation results relating to patient/Consultant enquiries.
- Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management.
- Deal with enquiries from patients, GPs, other hospitals and other Consultants.
- Action results of clinical investigations within procedural guidelines.
- Establish good levels of communication and liaison with other secretaries, medical staff and other departments and hospitals.
- Managing own workload, prioritising as necessary.
- Work as part of a team and assisting with the training of new and temporary staff. Providing support and advice where appropriate, including assisting new clinicians with the use of dictation equipment until self-sufficient.
- Support the day-to-day organisation and management responsibilities of the Consultant, diary, arrange meetings, appointments etc.
- 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.
- Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.
- When required assist with the investigation and compilation of responses to complaints within optimum deadlines.
- Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
- Undertake all mandatory training as required by the Trust.
- Any other duties relevant to the above tasks.
Person Specification
Attitude / Behaviours
Essential
- Customer service focus
- Flexible in their attitudes and behaviours to support team working and delivery of objectives
- Respects, values and cares for others
- 4 PS - patient first, personal responsibility, pride in our team, passion for excellence
Qualifications
Essential
- English & Maths GCSE Grade C or equivalent
Desirable
- RSA stage II or equivalent typing and computer skills
Experience
Essential
- Previous administrator experience
Desirable
Knowledge
Essential
- NHS Constitution
- Trust vision, values and strategic objectives
Skills/ Other
Essential
- Able to use initiative and self-motivated
- Ability to prioritise workload and work to deadlines
- Flexible approach to workload / ability to cope under pressure
- professional manner / able to deal sensitively and tactfully with all contacts and maintain confidentiality
- Good written and verbal communication skills.
Person Specification
Attitude / Behaviours
Essential
- Customer service focus
- Flexible in their attitudes and behaviours to support team working and delivery of objectives
- Respects, values and cares for others
- 4 PS - patient first, personal responsibility, pride in our team, passion for excellence
Qualifications
Essential
- English & Maths GCSE Grade C or equivalent
Desirable
- RSA stage II or equivalent typing and computer skills
Experience
Essential
- Previous administrator experience
Desirable
Knowledge
Essential
- NHS Constitution
- Trust vision, values and strategic objectives
Skills/ Other
Essential
- Able to use initiative and self-motivated
- Ability to prioritise workload and work to deadlines
- Flexible approach to workload / ability to cope under pressure
- professional manner / able to deal sensitively and tactfully with all contacts and maintain confidentiality
- Good written and verbal communication skills.
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.
