Job responsibilities
JOB DESCRIPTION & PERSON SPECIFICATION
1. JOB DETAILS
Job Title:Admin Co-ordinator
Reports to:Business Manager
Accountable to: Service Manager
Band: Band 3
CSU Directorate: Theatres & Anaesthetics
Location : Anaesthetic Admin Office; LGI & SJ
AFC Job No:75
2.JOB PURPOSE
To undertake administrative duties including the accurate and timely duties of daily administrative mandatory tasks. To undertake clerical related duties in anaesthetics and support the triumvirate and business teams and clinical staff This will involve liaison with other departments and theatres on behalf of the clinical and business staff.
The jobholder will contribute to the maintenance of an environment for effective care.
Daily duties will include but not be limited to:
Diary management
Ordering stationary
Reception the office
Maintain spread sheets
Update health roster
Answering daily telephone queries
3.JOB DIMENSIONS
The post holder will need Excellent communication skills, you must be comfortable with and happy dealing with patients face to face on a daily basis so a patient focused attitude is vital as well as being enthusiastic, positive, adaptable and motivated who can work in a fast pace environment.
You will be integral to the smooth running of the Liver Day Unit so you must be a team player who is calm under pressure.
4.ORGANISATION CHART
Triumvirate / Deputies
Service Manager / Business Manager / Service Improvement
Admin Co-ordinator
5.KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED
Qualifications
Literate and numerate
Experience
Previous Clerical Experience (desirable)
IT skills
Training
Willing to undergo training as required
Special Knowledge
Insight into role and responsibilities of post
Knowledge of Patient Administration Processes
Disposition / Attitude
Able to work as part of a multidisciplinary team
Committed to working with people
Practical Skills
Good interpersonal skills
Effectively communicate with patients and team members
6.THE LEEDS WAY VALUES
Our values are part of what make us different from other trusts, so we see this as strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
All our actions and endeavours will be guided and evaluated through these values.
Additionally the following are core values which relate specifically to this post:
Respect the contribution of all members within the team and the importance of working together to give patient care.
Commitment to contributing to a quality service in an efficient and effective manner.
Recognises the importance of confidentiality.
7.CORE BEHAVIOURS AND SKILLS
PersonalMotivated
CommunicationLiteracy
Numeracy
Verbal, non-verbal
Responsibility to othersReliable
Trustworthy
Adaptable
8.CORE KNOWLEDGE AND UNDERSTANDING
Customer relations
Maintaining a safe environment
9.PRINCIPAL DUTIES AND AREAS OF RESPONSIBILITY
Administrative and Clerical Duties
-Record admission, transfer and discharge activity data onto the Trust PAS system.
-Arrange patients follow-up appointments using the PAS system and order transport for patients when required.
-Record changes to the bed base and inform the relevant corporate team
-Handle telephone calls from relatives, hospital staff, public etc, under guidance where necessary from the Sister/Charge Nurse, and making calls where appropriate on behalf of ward staff.
-Ensure that patients medical records (including x-rays) are available on the ward, obtaining these where necessary from other departments.
-Transfer pathology and other reports to patients records, and general collation of records promptly and efficiently, especially on patients discharge.
-Booking patient transport
-Order stationary and complete requisition forms under instruction from Sister/Charge Nurse.
-Complete electronic admission/bed system as required
-Maintaining records on behalf of Sister/ Charge Nurse.
Assisting to maintain high standards of care
Assist in the welcome and reception of patients and visitors into the clinical area
Maintain a safe working environment, reporting incidents, accidents, complaints
Understand the need to maintain and respect patient confidentiality
Participate in in-service training
Participate in mandatory training annually
Participate in annual performance appraisal
Undertake duties on different wards/depts as and when required by service demands
Develop good working relationship
Participate in appropriate and relevant communications networks
Ensure the maintenance of good relationships, communications and teamwork with all disciplines within the ward / department
HEALTH AND SAFETY/RISK MANAGEMENT
All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting system.
INFECTION CONTROL
The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.
EQUALITY AND DIVERSITY
The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
PATIENT AND PUBLIC INVOLVEMENT
The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback.
TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT
The jobholder must take responsibility, in agreement with his/her line manager, for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The job holder will undertake all mandatory training required for the role.
RESPECT FOR PATIENT CONFIDENTIALITY
The job holder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.
10.COMMUNICATION AND WORKING RELATIONSHIP
Administration staff
Business managers/Assistant Business Manager
Nursing Staff
Allied Health Professions
Portering
House Keepers
Medical Staff
11.SPECIAL WORKING CONDITION
i)Physical Effort:
Combination of standing, sitting and walking. Frequent sitting or standing in a restricted position.
Light physical effort sits in a restricted position for keyboard work, lifts patients case notes, pushes trolleys with patients notes.
Some moving & handling of equipment on a daily basis.
Equipment medical records, pushing records trolley.
ii)Mental Effort:
Frequent concentration.
Usually predictable workload.
Follows routine and/or direction by registered practitioner.
Verbal and written communication skills required.
iii)Emotional Effort:
Occasional exposure to difficult situations including death and dying, distressed patients and relatives/carers.
iv)Working Conditions:
Temperature should be controlled, but may experience hot or cold work environment.
Smells exposure to smells, e.g. body fluids.
Violence & Aggression may experience violence and aggression from patients and/or relatives/carers.
THE LEEDS TEACHING HOSPITALS NHS TRUST
Person Specification
Post titleAdmin Co-ordinator
GradeBand 3
DepartmentAnaesthetics Theatres & Anaesthesia
Location
Anaesthetics LGI/SJ
CriteriaEssentialDesirableEvidence obtained
from:
QualificationsLiterate/Numerate
Application form
Interview
ExperienceIT skillsClerical ExperienceApplication form
Interview
TrainingWilling to undergo training as requiredApplication form
Interview
Special KnowledgeInsight into roles responsibilities of postInterview
BehavioursMotivated
Reliable
TrustworthyInterview
References
Practical SkillsGood interpersonal skills
Team workingInterview
References
Other RequirementsAble to fulfil Occupational Health requirements for the postOccupational health screening
