Job summary
Our Administrative Assistant will provide high quality administrative support to the Obstetrics and Gynaecology Department, working effectively in a team, providing cross cover for colleagues during absence. They will provide typing, administrative, and clerical support to ensure an effective and efficient service in line with Standard Operating Procedures.
They will help and support the Medical Secretaries and support the Team Leader to undertake change management. They will be able to work flexibly to meet the demands of the service. They will ensure that patients are treated with courtesy, dignity and respect.
Main duties of the job
- Type clinical and non-clinical correspondence and reports in accordancewithin local targets
- To accurately deal with the E-referrals worklist and email to the relevant Consultant.
- Undertake a variety of office duties, such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficientand effective support to the department
- Ensure that all results/reports/correspondence are filed in the case notes in line with Health Records standards
- Enter Referral to Treatment (RTT) pathway events accurately
- Ensuring all clinic outcomes have been recorded accurately, and complete oramend any that have not been completed, prioritising 2WW clinics.
- Ensuring a Patient Pathway Identifier (PPI) is correctly allocated to an eventbooked on PAS
- Responsible for entering further RTT codes as required
- o Discharged on receipt of reports
- o Treated after appointment
- Escalate to the Medical secretary of any anomalies or concerns.
- Ensure Inter Provider Transfers (IPT) are completed and updated
- Answer telephone enquiries in an efficient manner and ensure appropriatefollow through using initiative to deal with routine enquiries
- Provide cover for the other members of the secretarial and administrationteam, as required
About us
Why Work With Us
The Obstetrics and Gynaecology department consists of 11 Consulants, 5 in Obstetrics, 2 Urogynaecologists, 2 Colposcopists and 2 in Minimal Invasive Treatment.
There are also Juniors' Doctors ranging from FY1s to ST8s including Associate Specialist and Trust Grade Doctors.
The department is supported by a Service Manager, Practice Manager, 2 Team Leaders and a team of B3 and B2 Medical Secretaries / Administrative Assistants.
The Obstetrics and Gynaecology service is very busy and the secretarial team is key to ensure things run smoothly and efficiently.
It is therefore imperative that each member of the team works well under pressure and as a team player but equally as important that they are able to work independently and prioritise workload effectively.
One of the main rewards of this role is knowing you have made a difference andenhanced a patient's experience within the Obstetrics and Gynaecology Department.
This role is a great training opportunity in order to progress your career.
Job description
Job responsibilities
This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care
To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GPs and other external agencies
To answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries
To provide support to new members of staff
- To prioritise work load
-
To ensure results/reports/correspondence are filed in case notes in line with Health Records Standards
To undertake a variety of office duties, such as monitoring and dealing with emails received via shared email accounts, filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
To contribute to the development of policy and processes as required
Job description
Job responsibilities
This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care
To work closely with all grades of clinical and administrative staff, along with other employees within the Trust. To liaise with patients, GPs and other external agencies
To answer telephone enquiries in an efficient manner and ensure appropriate follow through using initiative to deal with routine enquiries
To provide support to new members of staff
- To prioritise work load
-
To ensure results/reports/correspondence are filed in case notes in line with Health Records Standards
To undertake a variety of office duties, such as monitoring and dealing with emails received via shared email accounts, filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
To contribute to the development of policy and processes as required
Person Specification
Person Specification
Essential
- oGood standard of general education to include GCSE in Maths and English or equivalent
- oTyping to RSA II/OCR II or equivalent level of speed and accuracy (40wpm)
- oExperience of Administrative/typing duties
- oKnowledge of Microsoft Office software
- oAbility to work on own initiative and prioritise own workload
- oAbility to work as part of a team
- oProven experience of providing a customer focussed service
- oAbility to audio type
- oAble to manoeuvre and transport medical notes around the Department and Hospital site (av. weight 12kgs)
Desirable
- oKnowledge of Trust Patient Administrative and Information Systems
- oUnderstanding of Patient tracking Lists (PTL)
- oKnowledge of a range of patient computer software packages e.g. e-Referrals, Infoflex, CRIS, Systmone etc.
Person Specification
Person Specification
Essential
- oGood standard of general education to include GCSE in Maths and English or equivalent
- oTyping to RSA II/OCR II or equivalent level of speed and accuracy (40wpm)
- oExperience of Administrative/typing duties
- oKnowledge of Microsoft Office software
- oAbility to work on own initiative and prioritise own workload
- oAbility to work as part of a team
- oProven experience of providing a customer focussed service
- oAbility to audio type
- oAble to manoeuvre and transport medical notes around the Department and Hospital site (av. weight 12kgs)
Desirable
- oKnowledge of Trust Patient Administrative and Information Systems
- oUnderstanding of Patient tracking Lists (PTL)
- oKnowledge of a range of patient computer software packages e.g. e-Referrals, Infoflex, CRIS, Systmone etc.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
