Job summary
This is an exciting opportunity to join our Gastroenterology Team in Ashford & St Peters Hospital as a B3 Clinical Office Administrator.
The successful applicant will have the ability to work as part of the team in order to deliver a high-quality patient experience and administrative service for our Gastroenterology team, display excellent communication skills and have an understanding of delivering healthcare services. You will need to demonstrate commitment to care quality and performance delivery, alongside being a team player with the ability to problem solve and work independently.
An understanding of the 18-week patient pathway is preferable, although training will be given. You will be required to use a number of systems including Cerner, ERS, Evolve and Dictate IT. Previous experience of these systems is desirable, but not essential, as training will be provided.
Applicants should refer to the Person Specification to ensure they meet the criteria for the post.
Main duties of the job
The Clinical Office Administrator will;
Provide a comprehensive support administrative service 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.
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.
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
The main responsibilities are;
1.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 (e.g. add to waiting list).
2. To ensure that clinic appointments are used effectively and efficiently with appropriate bookings made according to the type and urgency of treatment required.3. To send any relevant paperwork or telephone patients informing them of an appointment time/changes and any other relevant information pertinent to their appointment.
4.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.
5.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.
6.Deal with enquiries by letter/email/telephone from patients, GPs, other hospitals and other Consultants.
7. Action daily reports that show appointment cancellations or require those that require rebooking in order to maximise clinic utilisation.
8.Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
9. To update the waiting list records as required.
10.Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.
11.Undertake all mandatory training as required by the Trust.
12.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.
Job description
Job responsibilities
The main responsibilities are;
1.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 (e.g. add to waiting list).
2. To ensure that clinic appointments are used effectively and efficiently with appropriate bookings made according to the type and urgency of treatment required.3. To send any relevant paperwork or telephone patients informing them of an appointment time/changes and any other relevant information pertinent to their appointment.
4.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.
5.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.
6.Deal with enquiries by letter/email/telephone from patients, GPs, other hospitals and other Consultants.
7. Action daily reports that show appointment cancellations or require those that require rebooking in order to maximise clinic utilisation.
8.Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
9. To update the waiting list records as required.
10.Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.
11.Undertake all mandatory training as required by the Trust.
12.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.
Person Specification
Qualifications
Essential
- Good level of education including Maths & English
- Computer skills
Experience
Essential
- Experience working with the public both by telephone and in person
- Experience working within a team
- Able to multi task effectively
Desirable
- Experience working within a health care setting
- Knowledge of a variety of Microsoft packages
Skills
Essential
- Able to work to deadlines and under pressure
- Good organisational skills
- Flexible approach to working
Desirable
- Knowledge of the Trusts Systems
Attitude, Behaviour and Values
Essential
- Always put patients first
- Takes pride in their work and team
- Flexible in their attitudes and behaviours to support team working and delivering objectives.
- Respects , values and cares for others
Person Specification
Qualifications
Essential
- Good level of education including Maths & English
- Computer skills
Experience
Essential
- Experience working with the public both by telephone and in person
- Experience working within a team
- Able to multi task effectively
Desirable
- Experience working within a health care setting
- Knowledge of a variety of Microsoft packages
Skills
Essential
- Able to work to deadlines and under pressure
- Good organisational skills
- Flexible approach to working
Desirable
- Knowledge of the Trusts Systems
Attitude, Behaviour and Values
Essential
- Always put patients first
- Takes pride in their work and team
- Flexible in their attitudes and behaviours to support team working and delivering objectives.
- Respects , values and cares for others
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.
