Ashford & St. Peter's Hospitals NHS Foundation Trust

Clinical Office Administrator, Obs & Gynae.

This job is now closed

Job summary

The post holder will provide comprehensive administrative support to the Consultants, their medical team and their administrative colleagues.

Be expected to organise their workload with the Consultants and their teams and co- ordinate their activities with other clinical office administrative co- ordinators to ensure that an efficient service is provided.

Carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work.

Ensure that confidentiality is maintained at all times.

Main duties of the job

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 are passed to the Clinical Office Administrative Co-ordinator for actions . Sort, distribute and prioritise incoming post.

Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.

Competent use of Surrey Safe Care (Cerner), after training in accordance with required departmental standards of work.

Use of the Trust's Evolve system, which manages Electronic Medical Records. Preparing documents for scanning by creating appropriate cover sheets and delivering notes to the scanning department.

Establish good levels of communication and liaise with other secretaries, medical staff and other departments and hospitals.

Managing own workload, prioritising as necessary

Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.

Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.

Undertake all mandatory training as required by the Trust.

General responsibilities

To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.

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, 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 ASPH. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.

This is an exciting time to join our Trust, as we work on the expansion of our theatres at Ashford Hospital and move towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures; with care delivered by dedicated, specialist teams in a modern and well-equipped environment.

We hope to use this centre to create an environment of learning and to facilitate training of the next generation of our skilled NHS workforce. Our plans are ambitious - why not, come and be a part of our journey.

Adverts may close early, so applicants are encouraged to submit an application as soon as possible.

Date posted

12 April 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,008 to £25,553 a year pa inc. HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

323-AC3741-JN

Job locations

St. Peter's Hospital

Guildford Road

Chertsey

KT16 0PZ

Job description

Job responsibilities

To provide clerical support to the Divisional Clinical Office.

Support the Clinical Office Administrative Co-ordinators.

Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator for actions (e.g. add to waiting list).

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.

Competent use of Surrey Safe Care (Cerner), after training in accordance with required departmental standards of work.

Use of the Trusts Evolve system, which manages Electronic Medical Records. Preparing documents for scanning by creating appropriate cover sheets and delivering notes to the scanning department.

Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management.

Deal with enquiries by letter/fax/email/telephone from patients, GPs, other hospitals and other Consultants.

Establish good levels of communication and liaise with other secretaries, medical staff and other departments and hospitals.

Work as part of a team and assisting with the training of new and temporary staff. Providing support and advice to all immediate team members and colleagues across the Trust.