Job summary
An exciting opportunity has arisen for someone to join the Breast Clinical Office at Ashford Hospital. A 15 hours per week role of the Clinical Office Administrator is required to provide administrative support within the main clinical office; it requires a high level of organisational skills and someone who is good at communicating with a wide range of health care professionals as well as patients and their relatives. The successful candidate will be responsible for many roles including organising timetables, dealing with clinic capacity and the outpatient waiting lists for both new and follow up patients.
Computer skills are essential and training will be given on hospital administration systems.
In return we offer opportunities for training and development, access to the NHS Pensions Scheme, work perks, NHS discounts; opportunities for flexible working and on-site childcare provision (nursery).
For any informal enquiries through email only, please contact Dibya Hamal - dibya.hamal@nhs.net or Emily Sears - emily.sears@nhs.net
Main duties of the job
Support the Clinical Office Administrative Co-ordinator
To ensure clinic reports on patients (Proformas) are dealt with, sent out to GPs and filed in the patients notes for the next clinic visit
Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using the transcription service. Once letters are approved by clinicians, send-off (electronically or by post)
Ensure any clinic outcomes have been actioned
To use new working systems within the Clinical Office to promote an efficient service, i.e. IT fast save systems and discharge summary systems
General office duties including filing and photocopying
Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to Consultants and which may be passed to other areas for information or action
Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person
Review of rejected clinic letters daily through use of Docman EDT Hub
Implement any relevant Trust and Directorate polices on behalf of the Consultant team
Competent use of Cerner after training in accordance with required departmental standards of work
Ensure that effective communication both within the Trust and between the hospital, GPs and patients is maintained
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.
Please see the supporting links which you can find on the right-hand side of this job advert. There is guidance on how to make an application on NHS Jobs as well as more information about joining the ASPH Team
Although it isn't the Trusts normal practice, adverts may close early, so applicants are encouraged to submit an application as soon as possible.
Job description
Job responsibilities
Action results of clinical investigations within procedural guidelines
Managing own workload, prioritising as necessary
Work as part of a team and assisting with the training of new and temporary staff. Providing support and advice where appropriate, including assisting new clinicians with the use of dictation equipment until self-sufficient
Support the day-to-day organisation and management responsibilities of the Consultant, diary, arrange meetings, appointments etc.
Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team
Through self-development, continuously update knowledge of new trends and maintain and improve knowledge and competence
Have the ability and commitment to work as a team member and be able to adhere to strict deadlines
When required assist with the investigation and compilation of responses to complaints within optimum deadlines
Demonstrate an understanding and reassuring manner when dealing with patients and their relatives
Undertake all mandatory training as required by the Trust
Any other duties relevant to the above tasks
Job description
Job responsibilities
Action results of clinical investigations within procedural guidelines
Managing own workload, prioritising as necessary
Work as part of a team and assisting with the training of new and temporary staff. Providing support and advice where appropriate, including assisting new clinicians with the use of dictation equipment until self-sufficient
Support the day-to-day organisation and management responsibilities of the Consultant, diary, arrange meetings, appointments etc.
Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team
Through self-development, continuously update knowledge of new trends and maintain and improve knowledge and competence
Have the ability and commitment to work as a team member and be able to adhere to strict deadlines
When required assist with the investigation and compilation of responses to complaints within optimum deadlines
Demonstrate an understanding and reassuring manner when dealing with patients and their relatives
Undertake all mandatory training as required by the Trust
Any other duties relevant to the above tasks
Person Specification
Skills
Essential
- You have knowledge & awareness of diversity and human rights as appropriate to your role You are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role
- Able to provide a customer focussed service
- Able to compose letters on own initiative or with minimal instruction
- Able to prioritise work and able to use initiative and judgement in dealing properly with day to day issues and queries
- Confident in use of computer packages such as Excel and ability to learn new systems
- Good written and verbal communication skills
- Able to deal sensitively and tactfully with all contacts and maintain confidentiality
Desirable
- Knowledge & experience of Cerner/ Lunar
Qualifications
Essential
- English GCSE Grade C or equivalent RSA Stage II or equivalent typing and computer skills
Experience
Essential
- Previous administration experience Of working in a busy office and dealing with conflicting demands
Desirable
Knowledge
Essential
- NHS Constitution Trust vision, values and strategic objectives
- Good range of administrative/administrative procedures
Desirable
- Of NHS systems and procedures
Other Requirements
Essential
- Able to demonstrate that you are honest, reliable and trustworthy
- Treat patients, visitors, colleagues with respect
- Ability to travel between Trust sites
- Ability to be flexible to meet the needs of the team, the service and the Trust
Person Specification
Skills
Essential
- You have knowledge & awareness of diversity and human rights as appropriate to your role You are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role
- Able to provide a customer focussed service
- Able to compose letters on own initiative or with minimal instruction
- Able to prioritise work and able to use initiative and judgement in dealing properly with day to day issues and queries
- Confident in use of computer packages such as Excel and ability to learn new systems
- Good written and verbal communication skills
- Able to deal sensitively and tactfully with all contacts and maintain confidentiality
Desirable
- Knowledge & experience of Cerner/ Lunar
Qualifications
Essential
- English GCSE Grade C or equivalent RSA Stage II or equivalent typing and computer skills
Experience
Essential
- Previous administration experience Of working in a busy office and dealing with conflicting demands
Desirable
Knowledge
Essential
- NHS Constitution Trust vision, values and strategic objectives
- Good range of administrative/administrative procedures
Desirable
- Of NHS systems and procedures
Other Requirements
Essential
- Able to demonstrate that you are honest, reliable and trustworthy
- Treat patients, visitors, colleagues with respect
- Ability to travel between Trust sites
- Ability to be flexible to meet the needs of the team, the service and the Trust
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).
