Office Assistant

Job description

Job responsibilities

Role Purpose

To provide administration support and assistance to the service and all members of the team.

Principle Accountabilities

• To provide an efficient appointment booking service for patients via the telephone, self-referral line and referral letters using electronic patient data systems.
• To provide an administration service including liaising with outside agencies regarding the requesting of medical information, word processing correspondence and reports, data input, disseminating investigation results to clinicians and registering and recoding of patients.
• To undertake general clerical duties including filing, photocopying, scanning, and dealing with incoming and outgoing post.
• To be first response for general internal or external enquiries by colleagues or patients made face to face or over the telephone.
• To ensure that risk is managed in all elements of work including the reporting of Critical Incidents, near misses and hazards in line with Pennine MSK Partnership policy and that appropriate actions are put into place where required.
• To maintain the highest standards of communication, written and verbal, with patients and colleagues ensuring satisfactory and timely resolution of queries whilst upholding confidentiality in accordance with the Data Protection Act 2018. To maintain accurate and contemporaneous records, both paper and electronic, in line with Pennine MSK Partnership policy.
• To demonstrate responsibility for promoting and championing all aspects of equal opportunities by valuing diversity in all areas of work.
• To take responsibility for ensuring and achieving the objectives of the Pennine MSK Partnership Health and Safety Policy.
• To undertake any other duties in order to meet personal, team and organisational objectives following consultation with your manager.

This job description does not attempt to describe all the tasks the post holder will undertake, it does, however, indicate the degree of authority, range of duties covered and the flexibility required for the job.

This job description may be amended in consultation with the post holder as developments evolve, and as part of the appraisal process.

Person Specification

Qualifications

Essential

• 5 GCSEs including English or equivalent
• Good knowledge of Databases, spreadsheets and Microsoft Word
• Excellent customer service skills on the telephone and face to face

Desirable

• Experience and knowledge of health care systems and processes within the NHS
• Knowledge of Electronic Patient Records

Service Improvement

Essential

• Demonstrate a commitment to Continuous Professional Development

Quality

Essential

• Ability to work effectively within a team and meet team objectives
• Ability to record information with a high degree of accuracy
• Ability to work flexibly to meet the needs of the business

Experience

Essential

• Experience of working on own initiative and as a team member
• Ability to produce accurate work to tight deadlines under pressure
• Experience of organising and prioritising a demanding workload under supervision
• Awareness of Data Protection Act 1998 and preserving patient
• confidentiality including the recording, safe storage and retrieval of patient information

Desirable

• Experience of working within an efficient and effective administrative function
• Ability to liaise effectively with other organisations such as hospitals, clinicians, diagnostic services and other health service providers

Communication

Essential

• Experience of using information technology for a range of different purposes

Desirable

• Ability to communicate effectively to develop and maintain constructive relationships with professionals from other services and organisations and share information appropriately

Information Processing

Essential

• Able to use a patient record system to add notes, investigations and contacts
• Able to make effective use of spreadsheets.
• Able to use email and transfer calls internally and externally.

Services and Project Management

Essential

• Ensure the timely completion of set tasks.
• Ensure that support is sought where required.

Desirable

• Able to use a patient record system to add notes, investigations and contacts.

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

Pennine MSK Partnership

Address

NHS Oldham Integrated Care Centre

New Radcliffe Street

Oldham

OL1 1NL

Employer's website

https://www.pmskp.org/ (Opens in a new tab)