Job summary
An exciting opportunity has arisen for someone to join the Ear, Nose and Throat Clinical Office at Ashford Hospital.
A 15 hour role of the Clinical Office Administrator is required to provide clerical 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 Zoe Tribe at zoe.tribe1@nhs.net.
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. They will 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. The Clinical Office Administrator will carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work. It is essential that the Clinical Office Administrator should exercise initiative commensurate with the role and vital that confidentiality be 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.
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.
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
- To provide clerical support to the ENT Divisional Clinical Office
- Support the Clinical Office Administrative Co-ordinators
- To ensure patient's clinic reports are dealt with, sent 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 and proof read using the DIT3 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-ordinators for actions (e.g. add to waiting list)
- General office duties including filing and photocopying and ordering of stationery supplies, within agreed limits
- 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
- 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. Exercise independent judgement and initiative based on acquired experience and knowledge when problems arise by taking appropriate action to resolve the problems or refer to the appropriate person
- Ad hoc retrieval of medical records/X-rays/investigation results relating to patient/Consultant enquiries
- Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management
- Deal with enquiries by letter/email/telephone from patients, GPs, other hospitals and other Consultants
- 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
- To provide clerical support to the ENT Divisional Clinical Office
- Support the Clinical Office Administrative Co-ordinators
- To ensure patient's clinic reports are dealt with, sent 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 and proof read using the DIT3 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-ordinators for actions (e.g. add to waiting list)
- General office duties including filing and photocopying and ordering of stationery supplies, within agreed limits
- 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
- 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. Exercise independent judgement and initiative based on acquired experience and knowledge when problems arise by taking appropriate action to resolve the problems or refer to the appropriate person
- Ad hoc retrieval of medical records/X-rays/investigation results relating to patient/Consultant enquiries
- Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management
- Deal with enquiries by letter/email/telephone from patients, GPs, other hospitals and other Consultants
- 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
Patient facing & adminstration experience
Essential
- Previous administration experience
- Working in a busy office and dealing with conflicting demands
- Willing and able to take personal responsibility
- Customer service focus
Desirable
- NHS Experience
- NHS systems and procedures
Maintain confidentiality
Essential
- Good written and verbal communication skills.
- Able to deal sensitively and tactfully with all contacts and maintain confidentiality
- Able to prioritise work
- You are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role
Person Specification
Patient facing & adminstration experience
Essential
- Previous administration experience
- Working in a busy office and dealing with conflicting demands
- Willing and able to take personal responsibility
- Customer service focus
Desirable
- NHS Experience
- NHS systems and procedures
Maintain confidentiality
Essential
- Good written and verbal communication skills.
- Able to deal sensitively and tactfully with all contacts and maintain confidentiality
- Able to prioritise work
- You are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role
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.
