Admin Assistant

Job description

Job responsibilities

Dealing with telephone enquiries, taking and conveying messages appropriately

Booking phlebotomy appointments for patients within timescale, give non-clinical advice as directed, taking necessary action for the call to be handled as quickly and efficiently as possible.

Daily management of the Phlebotomy service appointment diary

Liaise regularly with other departments, clinicians and colleagues

Contact patients to cancel / re-arrange appointments if needed

Receive and handle information regarding referrals to the service and deal with them within Trust or departmental timescales

Transmit messages, electronic mail, photocopy documents and circulate information within Trust or departmental timescales

Use database/spread sheets to collect and formulate data on a weekly, monthly, quarterly and annual basis.

Ensure Electronic Patient Record remains accurate and appointment data is cleansed regularly

Ensure department Standard Operating Procedures (SOPs) are accurate with service and review regularly.

Any other admin duties as delegated by Line Manager

In times of clinical demand assists with blood sampling.

11. COMMUNICATIONS AND WORKING RELATIONSHIPS

Patients and relatives

Clinical team

Referring clinicians both internally and externally

Trustwide admin team colleagues

Phlebotomy Manager and colleagues

12. MANAGEMENT AND SUPERVISORY POSTS

All managerial and supervisory posts are expected to follow the principles of being a Great Line Manager and specifically be aware of, understand, and apply fair employment policies/practices, and equality and diversity principles and legal obligations. Commit to developing staff preferences, promoting flexible working arrangements, and encourage change of working practice following major life changing events.

All managerial and supervisory posts will ensure compliance with Trust policies and procedures and clinical guidelines.

All managerial and supervisory posts must ensure staff have equal access to career progression and are appraised annually and have a PDP.

13. HEALTH AND SAFETY RESPONSIBILITY/RISK MANAGEMENT

It is the responsibility of the individual to work in compliance with all current health and safety legislation and the Trusts Health and Safety Policy and to attend any training requirements both statutory and mandatory in line with the Trusts legal responsibility to comply with the Health and Safety and Welfare at Work Act 1974.

It is a standard element of the role and responsibility of all staff of the Trust that they fulfill a proactive role towards the management of risk in all of their actions. Members of staff are responsible for adherence to all Trust policies for the safety of themselves, staff and patients at work

The Trust offers a range of Health & Wellbeing Support available information is available on the Trust internet page

14. INFECTION CONTROL

It is the responsibility of all individuals to comply with infection control policies and to attend any appropriate training requirements in line with the Trust's responsibility to comply with Government Directives.

15. CHILD/YOUNG PERSON RELATED POSTS eg. Health Visitor, School Nurses etc.

Has responsibility for ensuring that children and young people are safeguarded and must comply with the NHS Safeguarding Children Procedures and the LSCB Child Protection Procedures. The post-holder must attend safeguarding children training at a level appropriate to the role and function of the post. Safeguarding Children Training is mandatory for all staff within this field.

16. DISCLOSURE & BARRING CHECK

(If applicable to this post and if the post is exempt from the Rehabilitation of Offenders Act

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 (DBS to check for any previous criminal convictions).

This post will involve access to patient/person identifiable information, access to children, access to vulnerable adults and work in a regulated establishments such as a school.

17. SUSTAINABILITY/CLIMATE CHANGE

Our Green Plan defines the Trust vision for sustainability - to ensure that we provide the safest, most compassionate and joined up healthcare whilst taking all reasonable steps to minimise the adverse impact on the environment, society and the planet; thereby not compromising the health and wellbeing of future generations. The Trust aims to be net carbon neutral by 2045 in line with NHS Net Zero targets. Our aim is to be an exemplar organisation in the way we embrace sustainability and all staff are expected to contribute to our corporate responsibility in relation to climate change by minimising the environmental impact of their day to day activities and adhere to Trust policies and plans on sustainability, waste, resource usage and governance.

18. RESEARCH & INNOVATION

Our aim is to ensure that Research and innovation is core business, and that the post holder not only has the opportunity to contribute to this, but is expected to do so. The importance of research and innovation cannot be underestimated in discovering new knowledge and ways of working to improve patient outcomes. There is evidence to show that research active hospitals have better patient outcomes, and as such this is now a pillar within the CQCs well led framework. Research forms an essential part of appraisal at CDDFT, and it is expected that active participation in research is demonstrated within appraisal (where the job role permits). All research active employees will be supported in obtaining a certificate in Good Clinical practice in research. Research and Innovation have a track record of investing in our research colleagues, both in terms of time to undertake research, and from an education and training perspective. We have a strong and an experienced research and innovation team, ready to support you to engage in research and the innovation pathway. Clinicians with a demonstrable background in research may have the opportunity to take on a joint clinical/research appointment. This would be arranged in conjunction with the Director of Research and Innovation

19. GENERAL

This job description is intended as a guide to the principal duties and responsibilities for the post and should not be considered an exhaustive list. It is subject to change in line with future development of the service.

Person Specification

Experience

Essential

• Experience working in a hsopital setting. Answering telephone calls from members of the public.
• Experience working with members of the public and intra hospital personel.

Desirable

• Experience using Liberty IT system

Qualifications

Essential

• English and mathematics Grade C and above or equivalent

Desirable

• Use of NHS IT systems

Special Skills & Knowledge

Essential

• Excellent communications skills.
• Excellent telephone manner
• Prioritise work load.
• Daily management of the Phlebotomy service appointment diary
• Liaise regularly with other departments, clinicians and colleagues
• Contact patients to cancel / re-arrange appointments if needed
• Receive and handle information regarding referrals to the service and deal with them within Trust or departmental timescales
• Transmit messages, electronic mail, photocopy documents and circulate information within Trust or departmental timescales
• Use database/spread sheets to collect and formulate data on a weekly, monthly, quarterly and annual basis.
• Ensure Electronic Patient Record remains accurate and appointment data is cleansed regularly
• Ensure department Standard Operating Procedures (SOPs) are accurate with service and review regularly.
• Any other admin duties as delegated by Line Manager
• In times of clinical demand assists with blood sampling.

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.

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

Darlington Memorial Hospital NHS Trust

Hollyhurst Road

Darlington

County Durham

DL3 6HX

Employer's website

https://www.cddft.nhs.uk/ (Opens in a new tab)