Job summary
An opportunity has arisen in the Cardiology Department for a Senior Admin Assistant.
We are seeking to recruit an enthusiastic and self-motivated individual tojoin a busy friendly team.
As part of your role you will advise and supervise clerical staff, plan and book appointments and keep accurate written records. Some statistical / audit work will be required.
The role will be over two sites, Royal Albert Edward Infirmary and Leigh Infirmary.
Candidates will be required to present original certificates for qualifications at interview stage.
Please note this vacancy may close before the specified closing date if a high level of suitable applications are received.
Main duties of the job
To advise and supervise clerical staff, plan and book appointments and keep accuratewritten records. Some statistical / audit work will be required.
About us
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.
At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.
Job description
Job responsibilities
Planning and Organisational Duties
- Planning work of clerical staff including roster of staff over multiple sites, ensuring all daily dutiesare completed
- Decision making such as prioritising work load of the staff to assist with the frequent unscheduledactivity or ensuring that extra activity does not compromise the patient care by cancelling andmoving patients
- Booking and managing all patients for multiple procedures, diagnostics and appointments.
- Managing non routine activity such as re-scheduling patients some of which can be more difficultto communicate but provide the best quality of care, managing emergency bookings as well asstand by patients to come in as extra activity
- Problem solve and communicate complex information such as changing or cancelling one type oftest and replacing it with different types which require different pre assessment needs. Thisinformation will be given to the patients who will not necessarily readily appreciate the changes.
- Use protocols that requires the patients to stop medication prior to specified diagnostic testing
- Use multiple IT systems to plan Cath lab and clinics lists by using the multiple patients bookingsystem to maximize activity and prevent breaches.
- Communicating with patients as well as multiple teams to ensure pre procedure requirements arecompleted such as ensuring bloods tests are completes, pre op appointment and fasting orstopping medical therapy are confirmed in line with policies of the department
- Co-operate with all disciplines staff of WWL NHS Trust and also our neighbouring trusts for thetransfer of patient activity
- Administration of the patient appointment systems such as creation of templates, changes toappointment letter templates
- Assist in the induction process for new users on the Cardio-Respiratory and Cath Lab includingother relevant IT Systems. Also to include sharing knowledge and experience in CardioRespiratory and Cath Lab administration procedures
- Liaising with porters, wards staff and ambulances regarding the transit of patients and arrangingnecessary transport
- Liaison with External sources eg: GPs or Tertiary Centres regarding the post diagnostic ortreatment continuity of the patient care.
- Advise manager of trends in referral/waiting times for appointments in line with targets.
- Monitors attendances and DNAs, reports to line manager and ensure appropriate follow ups arearranged as per protocol.
- Receive and process mail, referral letters and telephone calls. Advice available from MDTs
- Experience in working in a clerical environment with good inter-personnel and communicationskills
- Working without supervision but with obligation to seek advice for those duties/tasks which go beyond prescribed schemes of works
- Produce reports using Microsoft/Excel applications.
- To identify improvements to the service provision of services to the public and manage theimplementation.
- Oversees running of clinics to ensure they are timely and efficient
- Represent the clerical staff at meetings where policy and service development/changes arediscussed.
- Responsible for ensuring all patients receive appropriate review appointments on leaving the unit.
- Monitor and record patient flow through the unit.
- Participate in the audit of the service by preparing reports of data.
- Data input of service/scanning patient result
Communications and Key Working Relationships
- Have a confident, empathetic approach to investigation and negotiate when dealing withoccasional; highly distressing situations such as cancelling patients procedures based onthe demand of the acutely ill patients.
- The necessity to communicate either on the telephone or face to face with various internaland external sources both Clinical and Non-Clinical eg: Patients, Clinicians, Trust Staff,Directorate Staff, and Solicitors
- Good communication and interpersonal skills in order to exchange information with patientswho have a variety of barriers to understanding and language, ie use of various languageservices activated when necessary. On occasion there can be distressing or highlyemotional situations that the post holder will be exposed too particularly when the treatmentor operation is to be cancelled
- To maintain good working relationships with all the disciplines even when there can bebarriers to communication
- To respect the individuality, values, cultural and religious diversity of clients and contributeto the provision of a service sensitive to these needs.
Responsibility for Finance
- To identify deficits in resources required to carry out the job and bring to the attention of themanager
- To be responsible for the monitoring of materials and equipment and maintain stocks.
- To organise booking of transport and interpreter services with financial cost to the Service and the Trust
Responsibility for Human Resources
- To maintain personal and professional development to meet the changing demands of thejob, participating in appropriate training activities when required.
- To participate in clinical supervision sessions highlighting development needs
- To comply with annual PDR and appraisal system and to assist in PDR of junior staff
- To contribute to the induction of new staff
Job description
Job responsibilities
Planning and Organisational Duties
- Planning work of clerical staff including roster of staff over multiple sites, ensuring all daily dutiesare completed
- Decision making such as prioritising work load of the staff to assist with the frequent unscheduledactivity or ensuring that extra activity does not compromise the patient care by cancelling andmoving patients
- Booking and managing all patients for multiple procedures, diagnostics and appointments.
- Managing non routine activity such as re-scheduling patients some of which can be more difficultto communicate but provide the best quality of care, managing emergency bookings as well asstand by patients to come in as extra activity
- Problem solve and communicate complex information such as changing or cancelling one type oftest and replacing it with different types which require different pre assessment needs. Thisinformation will be given to the patients who will not necessarily readily appreciate the changes.
- Use protocols that requires the patients to stop medication prior to specified diagnostic testing
- Use multiple IT systems to plan Cath lab and clinics lists by using the multiple patients bookingsystem to maximize activity and prevent breaches.
- Communicating with patients as well as multiple teams to ensure pre procedure requirements arecompleted such as ensuring bloods tests are completes, pre op appointment and fasting orstopping medical therapy are confirmed in line with policies of the department
- Co-operate with all disciplines staff of WWL NHS Trust and also our neighbouring trusts for thetransfer of patient activity
- Administration of the patient appointment systems such as creation of templates, changes toappointment letter templates
- Assist in the induction process for new users on the Cardio-Respiratory and Cath Lab includingother relevant IT Systems. Also to include sharing knowledge and experience in CardioRespiratory and Cath Lab administration procedures
- Liaising with porters, wards staff and ambulances regarding the transit of patients and arrangingnecessary transport
- Liaison with External sources eg: GPs or Tertiary Centres regarding the post diagnostic ortreatment continuity of the patient care.
- Advise manager of trends in referral/waiting times for appointments in line with targets.
- Monitors attendances and DNAs, reports to line manager and ensure appropriate follow ups arearranged as per protocol.
- Receive and process mail, referral letters and telephone calls. Advice available from MDTs
- Experience in working in a clerical environment with good inter-personnel and communicationskills
- Working without supervision but with obligation to seek advice for those duties/tasks which go beyond prescribed schemes of works
- Produce reports using Microsoft/Excel applications.
- To identify improvements to the service provision of services to the public and manage theimplementation.
- Oversees running of clinics to ensure they are timely and efficient
- Represent the clerical staff at meetings where policy and service development/changes arediscussed.
- Responsible for ensuring all patients receive appropriate review appointments on leaving the unit.
- Monitor and record patient flow through the unit.
- Participate in the audit of the service by preparing reports of data.
- Data input of service/scanning patient result
Communications and Key Working Relationships
- Have a confident, empathetic approach to investigation and negotiate when dealing withoccasional; highly distressing situations such as cancelling patients procedures based onthe demand of the acutely ill patients.
- The necessity to communicate either on the telephone or face to face with various internaland external sources both Clinical and Non-Clinical eg: Patients, Clinicians, Trust Staff,Directorate Staff, and Solicitors
- Good communication and interpersonal skills in order to exchange information with patientswho have a variety of barriers to understanding and language, ie use of various languageservices activated when necessary. On occasion there can be distressing or highlyemotional situations that the post holder will be exposed too particularly when the treatmentor operation is to be cancelled
- To maintain good working relationships with all the disciplines even when there can bebarriers to communication
- To respect the individuality, values, cultural and religious diversity of clients and contributeto the provision of a service sensitive to these needs.
Responsibility for Finance
- To identify deficits in resources required to carry out the job and bring to the attention of themanager
- To be responsible for the monitoring of materials and equipment and maintain stocks.
- To organise booking of transport and interpreter services with financial cost to the Service and the Trust
Responsibility for Human Resources
- To maintain personal and professional development to meet the changing demands of thejob, participating in appropriate training activities when required.
- To participate in clinical supervision sessions highlighting development needs
- To comply with annual PDR and appraisal system and to assist in PDR of junior staff
- To contribute to the induction of new staff
Person Specification
Qualifications
Essential
- Educated to GCE/CSE/GCSE 'O' Level Standard or equivalent
Experience
Essential
- Working to deadlines
- Working in an office environment
- Extensive use of hospital/NHS IT systems, SOLUS,
- Working as part of a multi-disciplinary team
Skills
Essential
- Communicate with others effectively using a variety of methods
- Excellent literacy and numeracy skills.
- Prioritise and organise own workload
- Work effectively with IT equipment including excellent keyboard skills
- Competent in the use of Microsoft Office packages.
Knowledge
Essential
- Administrative working
- NHS IT systems and workflow
Additional
Essential
- Ability to work effectively both alone and as part of a team, with a commitment to deliver high standards of care.
- Reliable, flexible, responsive and proactive
- Motivate and encourage staff under supervision.
- Work effectively when under pressure
- Use of initiative
- Problem solving
- Think and respond quickly to nonroutine queries and situations
- Able to travel between site within appropriate timescales.
- 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
Person Specification
Qualifications
Essential
- Educated to GCE/CSE/GCSE 'O' Level Standard or equivalent
Experience
Essential
- Working to deadlines
- Working in an office environment
- Extensive use of hospital/NHS IT systems, SOLUS,
- Working as part of a multi-disciplinary team
Skills
Essential
- Communicate with others effectively using a variety of methods
- Excellent literacy and numeracy skills.
- Prioritise and organise own workload
- Work effectively with IT equipment including excellent keyboard skills
- Competent in the use of Microsoft Office packages.
Knowledge
Essential
- Administrative working
- NHS IT systems and workflow
Additional
Essential
- Ability to work effectively both alone and as part of a team, with a commitment to deliver high standards of care.
- Reliable, flexible, responsive and proactive
- Motivate and encourage staff under supervision.
- Work effectively when under pressure
- Use of initiative
- Problem solving
- Think and respond quickly to nonroutine queries and situations
- Able to travel between site within appropriate timescales.
- 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
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
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Royal Albert Edward Infirmary & Leigh Infirmary
Wigan Lane
Wigan
WN1 2NN
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
