Job summary
We are looking for an enthusiastic and highly motivated Administration Assistant to join the Dermatology team at Leigh Infirmary.
The post is part-time, 15 hours per week. Based over a Monday to Friday week.
You must be flexible to work across all sites as the service demands, occasionally at short notice.
Please note this vacancy may close prior to the specified closing date, if a suitable amount of applications are received.
The role will require you to work across all areas in the Trust which includes those that are designated as positive, asymptomatic and negative COVID wards.
Evidence of qualifications will be required at interview.
Main duties of the job
The successful post holder will undertake general administration duties and will liaise with a multi-disciplinary team.
You must be able to communicate effectively with all service users and staff.
You must be competent in the use of IT systems and possess good organisational skills witha flexible approach to changing patterns of work.
You must be committed to providing the highest quality service with high levels of patient care.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Job description
Job responsibilities
- Provide administrative support including the use of patient appointment systems.
- Co-operate with all disciplines when receiving telephone, and all other requests including enquires from patients.
- Operate relevant Trust IT systems, inputting and maintaining patient information and updating patient records.
- Assist in establishing and maintaining correct input of data.
- Assist in monitoring data quality within Dermatology IT systems, ensuring consistency, accuracy and timeliness of data.
- Maintain patient records to the standards expected by the Directorate/Trust.
- Be accountable for own actions.
- Plan and prioritise own workload to meet service demands.
- Seek advice for those duties/tasks which go beyond prescribed schemes of work.
- Liaise with referrers, patients and carers, answering queries and arranging appointments.
- Arranging follow up/recall appointments as/when instructed.
- Retrieval of case notes where required, prior to patient attendance.
- Sorting incoming mail, dealing with outgoing mail.
- Maintain workflow of departmental records and file accordingly.
- Support the Department and Service as dictated by the Directorate and the Trust.
- Identify errors in administration and resolve them within a set time-frame seeking advice where necessary.
- Acquire information from patients to confirm identity, previous attendance and any other details required by the department.
- Answer telephone enquiries from multiple sources, taking messages as required.
- Communicate effectively with patients possessing various emotional, physical and mental issues.
- Liaise with porters regarding the transit of patients and arranging necessary transport..
- Communicate with internal and external sources, both clinical and non-clinical e.g Patients, Clinicians, Trust staff, Directorate staff, regarding the continuity of patient care and treatment.
- Ensure the efficient and cost effective use of resources within the departmental offices.
- Comply with Trust Policies and procedures including Code of Conduct and Data Protection.
- Comply with mandatory training requirements in accordance with Trust policy.
- Maintain a portfolio of competencies showing evidence of lifelong learning.
- Actively participate in appraisal and supervision systems.
- Assist in the induction of new staff sharing knowledge/experience of work practices.
Job description
Job responsibilities
- Provide administrative support including the use of patient appointment systems.
- Co-operate with all disciplines when receiving telephone, and all other requests including enquires from patients.
- Operate relevant Trust IT systems, inputting and maintaining patient information and updating patient records.
- Assist in establishing and maintaining correct input of data.
- Assist in monitoring data quality within Dermatology IT systems, ensuring consistency, accuracy and timeliness of data.
- Maintain patient records to the standards expected by the Directorate/Trust.
- Be accountable for own actions.
- Plan and prioritise own workload to meet service demands.
- Seek advice for those duties/tasks which go beyond prescribed schemes of work.
- Liaise with referrers, patients and carers, answering queries and arranging appointments.
- Arranging follow up/recall appointments as/when instructed.
- Retrieval of case notes where required, prior to patient attendance.
- Sorting incoming mail, dealing with outgoing mail.
- Maintain workflow of departmental records and file accordingly.
- Support the Department and Service as dictated by the Directorate and the Trust.
- Identify errors in administration and resolve them within a set time-frame seeking advice where necessary.
- Acquire information from patients to confirm identity, previous attendance and any other details required by the department.
- Answer telephone enquiries from multiple sources, taking messages as required.
- Communicate effectively with patients possessing various emotional, physical and mental issues.
- Liaise with porters regarding the transit of patients and arranging necessary transport..
- Communicate with internal and external sources, both clinical and non-clinical e.g Patients, Clinicians, Trust staff, Directorate staff, regarding the continuity of patient care and treatment.
- Ensure the efficient and cost effective use of resources within the departmental offices.
- Comply with Trust Policies and procedures including Code of Conduct and Data Protection.
- Comply with mandatory training requirements in accordance with Trust policy.
- Maintain a portfolio of competencies showing evidence of lifelong learning.
- Actively participate in appraisal and supervision systems.
- Assist in the induction of new staff sharing knowledge/experience of work practices.
Person Specification
Experience
Essential
- Experience of working in a busy, pressurised environment.
- Experience of working within a team.
Desirable
- Recent experience in a healthcare setting.
- Working in an outpatient setting.
Skills
Essential
- Demonstrate good communication and interpersonal skills
- Excellent IT skills
- Demonstrate self-motivational skills
- Ability to prioritise and organise own work load.
- Demonstrate a good telephone manner.
- Recognises own limitations and learning needs.
Desirable
- Competent in the use of Microsoft packages including Office and Outlook
Knowledge
Essential
- Understanding of patient confidentiality
- Knowledge of hospital IT systems.
Desirable
- NHS IT systems and workflow
Additional
Essential
- Flexibility and adaptability.
- Good attendance record.
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.
Qualifications
Essential
- Educated to GCSE (or equivalent).
Person Specification
Experience
Essential
- Experience of working in a busy, pressurised environment.
- Experience of working within a team.
Desirable
- Recent experience in a healthcare setting.
- Working in an outpatient setting.
Skills
Essential
- Demonstrate good communication and interpersonal skills
- Excellent IT skills
- Demonstrate self-motivational skills
- Ability to prioritise and organise own work load.
- Demonstrate a good telephone manner.
- Recognises own limitations and learning needs.
Desirable
- Competent in the use of Microsoft packages including Office and Outlook
Knowledge
Essential
- Understanding of patient confidentiality
- Knowledge of hospital IT systems.
Desirable
- NHS IT systems and workflow
Additional
Essential
- Flexibility and adaptability.
- Good attendance record.
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.
Qualifications
Essential
- Educated to GCSE (or equivalent).
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.
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).
Additional information
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.
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
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Dermatology. Prosser White Centre
Leigh Infirmary. The Avenue.
Leigh
WN7 1HS
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
