Westcliffe Health Innovations

Administration Assistant

This job is now closed

Job summary

ROLES AVAILABLE:

X3 Full Time 36.5 Hours per week

X1 26 Hours per week

You will be ensuring the effective running of multiple services, as well as picking up general office duties. You will be a team player contributing to the overall high performance of the Westcliffe Health Innovations Administration team.

At Westcliffe Health Innovations, we value teamwork, professionalism, and a commitment to patient care. If you're ready to take on a role in a dynamic healthcare environment, we would love to hear from you!

Main duties of the job

We are looking for an enthusiastic, committed, and experienced administrator who is an excellent communicator, organised and able to work well under pressure. You will be responsible for providing effective and efficient clerical and administrative support to the outpatient admin team.

You will be responsible for managing and prioritising your own workload and will be required to use your own initiative.

You should have proven administration skills in a healthcare setting, have the ability to be organised and possess a recognised educational standard in English and Maths and/or equivalent demonstrable skills i.e. good command and understanding of English language/literature and numerical skills.

Experience of general office procedures is essential as well as excellent keyboard and data inputting skills as well as an understanding of the importance of maintaining confidentiality.

About us

Westcliffe Health Innovations was established in 2014 based at Eccleshill Treatment Centre to deliver Consultant led high quality Endoscopy Services to NHS patients in Bradford and Leeds.

Now in 2024, Westcliffe provides a range of services to the whole of Yorkshire and surrounding areas which includes Gastroenterology, Endoscopy, Plastic Surgery, Cardiology, ENT, Gynaecology, Urology and Dermatology and private services.

The care delivered here at Westcliffe Health Innovations has been developed in a clean modern environment that has the comfort and satisfaction of the patient at its heart, providing a safe effective service, delivered in a calm environment that is done to make the patient experience as stress free as possible.

At Westcliffe Health Innovations we will work together to maintain a culture that develops and supports you and your team.

We strive to help our staff create a healthy work-life balance, to promote this we provide all staff with an extra birthday day and wellbeing day (available on satisfactory completion of the probationary period)

If you're starting out in the NHS, you will start with 27 days paid annual leave (plus bank holidays), rising to 33 days plus bank holidays, if you have previous experience in the NHS we honour the continuous service. Other benefits include a bonus scheme and access to the NHS pension.

Date posted

19 December 2024

Pay scheme

Other

Salary

£23,615 a year

Contract

Permanent

Working pattern

Full-time

Reference number

M0007-24-0012

Job locations

Westcliffe Health Innovations

Newlands Way

Bradford

West Yorkshire

BD10 0JE

Job description

Job responsibilities

PLEASE REFER TO THE ATTACHED SUPPORTING DOCUMENT THAT IS THE FULL JOB DESCRIPTION

Produce accurate and professional letters for the service, including ensuring all actions as stated in the clinical letter are completed as relevant. This may involve arranging a follow-up appointment, referring on to another provider or in-house for an investigation or simply informing the referring GP the patient has been discharged.

Effectively and timely manage the typing generated by the specialist clinics and ensure all typing is managed within IG guidance and policy.

To book patients into the appropriate clinics via telephone and letter.

Ensure all appropriate documentation is completed for the discharge process and that notes are scanned onto the Patient Information System (S1), following discharge

Liaise closely with clinical staff regarding patient letters, to ensure effectiveness of the service, including histology dictation and matching of reports to patient files

Answering telephone calls and taking messages for clinical and management staff and ensuring forwarding in a timely manner.

To work as part of a team of staff who respond in a timely and accurate manner to patient notes and queries on the clinical system.

As part of a team you are jointly responsible for the ongoing development and maintenance of safe patient administration management systems by ensuring timely and accurate input of information on the clinical system, following templates and protocols where required

You are responsible for ensuring patients receive timely and clear instruction with regard their appointment date and time including direction to the centres and any patient information leaflets as relevant

As part of a team you are also responsible for operating appointments via the choose and book system, making appointments at the time of the phone call whenever possible

To provide general office duties such as filing, post distribution and photocopying as relevant to your clinic areas and as part of a team of staff providing a general admin function

To provide cover during staff absences and other times of pressure on colleagues workload and handover effectively to colleagues before your planned absences ie annual leave

To answer the telephone as part of a team of staff, picking up general enquiries in relation to various service areas

Ensure patients are registered on SystemOne and case loading into service

To efficiently deal with tasks

Registering and booking patients: patient contact, telephone queries, face to face queries.

You are responsible for chasing results and linking to patient notes.

Ensure reports are scanned onto patient records.

Responsibility for operating appointments via Choose and Book for patients in an efficient and expedient manner

Responsible for all secretarial aspects of the relevant services including typing clinics, onward referrals and creating templates for new letters.

Form time to time manage the clinician rotas with direct contact with the team. As well as putting the rota on the system and making amendments and alteration as required. Ensuring all lists are covered and dealing with cancellations and changes to the rota, seeking cover following cancellation by clinicians.

Teamwork

Work as an effective and responsible team member, supporting other members of clinical and non-clinical staff in a flexible and approachable manner

To work as part of a team of staff who respond in a timely and accurate manner to patient notes and queries on the clinical system

To answer the telephone as part of a team of staff, picking up general enquiries in relation to various service areas

To provide general office duties such as filing, post distribution and photocopying as relevant to your clinic areas and as part of a team of staff providing a general admin function

Participate in team activities that create opportunities to improve patient care

Ensure clear understanding and utilisation of services and referral mechanisms and policies to meet patient need.

Patient Responsibilities

To ensure all patient confidentiality is maintained.

To remain at all times patient focused, adopting a customer services approach to healthcare

To observe and ensure Health and Safety requirements are upheld, and act accordingly by reporting accidents/near misses - to staff or patients in the Department - to the line manager

General

To challenge in a constructive way and actively seek new ways of working, constantly looking for improved processes and procedures across whole systems

To reduce waste in all forms including ensuring best use of staff time and skill mix as well as the use of consumables/materials/equipment and other resources such as ensuring clinics run to full capacity and systems are streamlined for maximum efficiency and effectiveness

To be an advocate of Westcliffe Health organisations portraying a professional and corporate image at all times

To actively take part in relevant training and education sessions

Some duties may change in line with the needs of the service, and you will be required to provide cover for colleagues during absences. All duties required will stay within reasonable scope to those outlined above and will be discussed with you as relevant at the time.