The Hillingdon Hospital NHS Foundation Trust

Clerical Administrator

This job is now closed

Job summary

The post holder will be based in the Paediatric Audiology Department, which specialises in assessment, diagnosis and management of hearing disorders in children (newborn to 18 yrs of age). The post holder will carry out clerical duties to the department and will provide an efficient and effective high quality administrative service covering generating reports and booking appointments. The post holder will be responsible for the ongoing administrative service to support the day to day running of the department and will be responsible for managing own workload.

Main duties of the job

Successful applicants must have the following:o Ability to establish a good rapport with parents / carers over the phone or in direct interactiono Experience in using hospital patient databases and systems (i.e. PAS, ESR, ICS)o Good computer skills and ability to learn new skills (i.e. printing reports, using audiology patient database, etc)

About us

The Hillingdon Hospitals NHS Foundation Trust is the only acute Hospital in the London Borough of Hillingdon and offers a wide range of services including accident and emergency, inpatient care, day surgery, outpatient clinics and maternity services. The Trust's services at Mount Vernon Hospital include routine day surgery, delivered at a modern treatment centre, a minor injuries unit and outpatient clinics.

The safety and well-being of our patients and of our staff is paramount and we are making urgent improvements to address this - particularly in infection prevention and control. We are making progress and going forward by working in partnership with local GPs, charities,community services, academic partners, our local authority, neighbouring hospitals and the wider North West London Integrated care system, and ensuring that we listen and work in partnership with our local population. We are absolutely focused on ensuring that our hospitalsprovide high quality, safe and compassionate care, while drive forward the building of the new Hillingdon Hospital.

We have over 3,500 members of staff that are proud to care for nearly half a million people, with a vision to be an outstanding provider of healthcare through leading health and academic partnerships, transforming services, to provide the best care where needed.

Date posted

04 November 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£28,622 to £30,225 a year pa inc pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

394-MVCS-6740355DT

Job locations

Children's Hearing Centre, Mount Vernon Hospital

Rickmansworth Road

Northwood

UB8 3NN

Job description

Job responsibilities

To become familiar with the Audiology Auditbase computer system and be able to book new and follow up appointments including keeping track of waiting lists.

To provide reception cover for the patients arriving at the Childrens Hearing Centre, to answer and deal with the telephone calls to the department, from patients, health care professionals, education professionals, speech and language therapists, and other professionals. Dealing with messages left on answerphone.

To generate reports for the clinicians using the existing journal templates; print and send corrected reports daily to patients, GPs and other professionals.

To provide information as appropriate in response to official and other requests in a sensitive and confidential manner, protecting the security of information where appropriate.

To book School Nurses, Health Visitors and Registrars into Audiological Sessions as part of their observational training.

To liaise with both the administrative and clinical staff to ensure that if a problem arises it is resolved quickly and smoothly.

To log in Choose and Book, liaise with Head of service, book appointment in Auditbase for the referrals accepted, when the Principal Clerical Administrator is not in the office.

To close Choose and Book appointments on a daily basis, via the Cerner system, when the Principal Clerical Administrator is not in the office.

To work in close liaison with the Audiologists and management, ensuring that administrative processes are maintained.

To keep the Hearing Aid Review patients lists up to date and alert clinicians to potential breaches in waiting times.

To liaise with other departments and outside organisations, by letter and email, on behalf of the Audiologists.

On occasion, may be asked to take minutes during department meetings, along with issuing minutes to all staff as appropriate.

On occasion may be asked to help sending text messages to parents about their future appointments

To review incoming mail and action accordingly.

To have knowledge of various IT systems and maintain databases in line with hospital protocols.

Any other duties, which may be required by the Line Manager in line with this post.