Administrator / Administrative Assistant

Job description

Job responsibilities

Provide a customer focused service dealing with all patients or visitors in an efficient, polite and courteous manner.

Typing of clinic letters, proof reading, printing and posting.Be responsible for the filing of patient results/documentation in patient records in line with the medical records policy

Photocopying, filing, and other general office duties.

Handle queries from patients/relatives confidentially and sensitively; referring clinical-related queries to appropriate staff.

Book appointments in accordance with the Trust Access Policy and standard operating procedures. Add patients to the waiting list and enter 18 week coding data onto the IPM system. Liaise with the Outpatient Department and Nursing team ensuring that outcomes from clinic letters are arranged and actioned as necessary.

Logging referrals.

Answering calls from patients and ringing to book patients in.Take and relay as appropriate, telephone enquiries and messages, using initiative and prioritising skills when disseminating information. Provide advice with regards to appointments to patients and relatives on the telephone.

Prioritising and actioning of incoming and outgoing mail, including e-mail, internal and external post correspondence with the timely distribution of mail to the relevant place.

Interact with patients and relatives in distress in a sensitive and empathetic manner.

Arrange interpreter services where indicated.

Provide cover across the team as and when required.

Escalate any capacity issues via the local escalation process.

Liaise with internal and external colleagues to share patient pathway information and diagnostic information, and expedite patient journeys where required.

To be able to contribute to continuous service improvement initiatives by highlighting areas for improvement.

Be aware of the targets in the NHS plan and how actions taken in everyday procedures affect these targets.

To be aware of 18 week RTT guidance and speciality pathways, and support with data validation where required.

To be aware of and adhere to The Trusts policies and procedures relevant to the role.

To provide admin assistance to service manager from time to time.

Any other duties commensurate with the grade.

Person Specification

Qualifications

Essential

• Good standard of education
• GCSE Mathematics and English (or equivalent)
• EDCL or equivalent experience

Desirable

• Apprenticeship in Medical Terminology AMSPAR Certificate

Experience

Essential

• Knowledge of record systems/data bases with proven experience
• Experience in working within a confidential environment

Desirable

• Previous NHS experience
• Previous experience working in Vascular

Knowledge

Essential

• Knowledge of patient confidentiality

Desirable

• Knowledge of NHS IT programmes (iPM, ICE, Evolve)

Personal Skills & Other

Essential

• Well-developed interpersonal skill - able to converse in a positive manner at all levels
• Ability to adapt in an ever changing environment
• Advance keyboard skills
• Excellent communication skills both written and verbal
• Ability to adapt to change within the working situation
• Open/Reflective/Warm
• Enthusiastic and self-aware
• Creative and Flexible
• Team focussed
• Reliable, Adaptable and Dependable

Desirable

• Good organisational skills
• Proven ability to multi-task, be flexible, adaptable, motivated, reliable, willing and able to take personal responsibility

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Bedfordshire Hospitals NHS Foundation Trust

Address

L&D Hospital

Lewsey Road

Luton

LU4 0DZ

Employer's website

https://www.bedfordshirehospitals.nhs.uk/working-here/ (Opens in a new tab)