Job summary
An exciting opportunity has arisen for a Clinical Office Administrator to join our busy Gynaecology clinical office at Ashford and St Peter's Hospital. The post holder will be responsible for providing an excellent and comprehensive administrative support to the team. You will need to liaise with patients, GPs and Clinical staff whilst dealing with enquiries by letter/e-mail and telephone.
We are looking for an individual who is confident, enthusiastic, adaptable and committed, with excellent organizational and communication skills both written and verbal and has the ability to remain calm in a busy environment. The ability to prioritize competing demands and a high workload is essential, as is flexibility to adapt to the changing needs of the service.
A knowledge of systems such Millenium ePR (CERNER), Dictate IT, ERS and Evolve would be desirable, but not essential as full training will be provided.
For an informal discussion please contact Kudrat Kaur (Clinical office Team Leader) via email: kudrat.kaur@nhs.net or Telephone: 01932 722494.
Main duties of the job
The postholder will
provide comprehensive administrative & clerical support to the Consultants, their medical team and their administrative colleagues.
Be expected to organize their workload with the Consultants and their teams and co- ordinate their activities with other clinical office administrative co- ordinators 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 organization 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, 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
- To provide clerical support to the Clinical Office.
- Support the Clinical Office Administrative Co-ordinators.
- Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using the transcription service. Once letters are approved by clinicians, send-off (electronically or by post).
- Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator for actions (e.g. add to waiting list).
- 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.
- Competent use of Millenium EPR (Cerner), after training in accordance with required departmental standards of work.
- Use of the Trusts Evolve system, which manages Electronic Medical Records. Preparing documents for scanning by creating appropriate cover sheets and delivering notes to the scanning department.
- Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management.
- Deal with enquiries by letter/fax/email/telephone from patients, GPs, other hospitals and Consultants.
- Establish good levels of communication and liaise 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 to all immediate team members and colleagues across the Trust.
- 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.
- Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
- Undertake all mandatory training as required by the Trust.
General responsibilities - To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.
Job description
Job responsibilities
- To provide clerical support to the Clinical Office.
- Support the Clinical Office Administrative Co-ordinators.
- Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using the transcription service. Once letters are approved by clinicians, send-off (electronically or by post).
- Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator for actions (e.g. add to waiting list).
- 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.
- Competent use of Millenium EPR (Cerner), after training in accordance with required departmental standards of work.
- Use of the Trusts Evolve system, which manages Electronic Medical Records. Preparing documents for scanning by creating appropriate cover sheets and delivering notes to the scanning department.
- Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management.
- Deal with enquiries by letter/fax/email/telephone from patients, GPs, other hospitals and Consultants.
- Establish good levels of communication and liaise 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 to all immediate team members and colleagues across the Trust.
- 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.
- Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
- Undertake all mandatory training as required by the Trust.
General responsibilities - To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.
Person Specification
Attitude, Behaviour and Values
Essential
- Always puts patients first & ability to provide customer focus service
- Ability to be flexible to meet the needs of the team, the service and the Trust
- Willing and able to take personal responsibility
Qualification, Experience & Skills
Essential
- English and Maths GCSE Grade C
- Confident in use of computer packages such as Microsoft Office and the ability to learn new systems
- Previous administration experience Working in a busy office and dealing with conflicting demands
- able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role
Desirable
Person Specification
Attitude, Behaviour and Values
Essential
- Always puts patients first & ability to provide customer focus service
- Ability to be flexible to meet the needs of the team, the service and the Trust
- Willing and able to take personal responsibility
Qualification, Experience & Skills
Essential
- English and Maths GCSE Grade C
- Confident in use of computer packages such as Microsoft Office and the ability to learn new systems
- Previous administration experience Working in a busy office and dealing with conflicting demands
- able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role
Desirable
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.
