Job summary
An exciting opportunity has arisen for a full time Clinical Office Administrator to work in Obs and Gynae, based in the Abbey Wing at St Peters Hospital, Chertsey.
We are looking for an individual who is enthusiastic, adaptable and committed, with excellent people and communication skills, who will rise to a new challenge. The ability to work flexibly, under pressure and meeting deadlines is also necessary.
A knowledge of systems such as Surrey Safe Care (Cerner), ERS and Evolve would be an advantage but not essential as training will be given.
The successful candidate would be responsible for assisting the Clinical Office Co-Ordinators with their duties and contributing to the smooth day to day running of the Clinical Office.
For an informal discussion please contact Vijay Bhardwa (Assistant Service Manager) on 01932 722650.
Main duties of the job
The postholder 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.
Internally the postholder will develop effective working relationships with:
Clinical Office Administrators
Clinical Office Admin Coordinators
Consultants
Specialist Nurses
Midwives
Externally this includes colleagues in other NHS Trusts and organisations.
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
MAIN DUTIES AND RESPONSIBILITIES OF THE POST:
To provide clerical support to the Divisional Clinical Office
Support the Clinical Office Administrative Co-ordinators
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).
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.
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/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.
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 to all immediate team members and colleagues across the Trust.
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.
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.
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES OF THE POST:
To provide clerical support to the Divisional Clinical Office
Support the Clinical Office Administrative Co-ordinators
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).
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.
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/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.
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 to all immediate team members and colleagues across the Trust.
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.
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.
Person Specification
Qualifications
Essential
- Good understanding of English and maths, both verbal and written
Skills
Essential
- Must be able to demonstrate, in relation to patients, visitors, colleagues and other individuals connected with the Trust and NHS:
- 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.
- You are able to work off of your own initiative and have excellent communication skills.
- Able to work under pressure and to strict deadlines.
Attitude, Behaviour and Values
Essential
- Always puts patients first
- Customer service focus
- Willing and able to take personal responsibility
- Demonstrates passion for excellence
- Seeks out and takes opportunities for improving the service offered
- Takes pride in their work and their team
- Flexible in their attitudes and behaviours to support team working and delivery of objectives
- Respects, values and cares for others
- Supports learning and development of self and others
- Supports and promotes equality and diversity
Experience
Essential
- Good working knowledge of Microsoft packages, including but not limited to: Word, Excel & Outlook.
- Experience of using computerised data systems
Other Requirements
Essential
- Able to demonstrate that you are honest, reliable and trustworthy with the ability to be flexible to meet the needs of the team, the service and the Trust.
Person Specification
Qualifications
Essential
- Good understanding of English and maths, both verbal and written
Skills
Essential
- Must be able to demonstrate, in relation to patients, visitors, colleagues and other individuals connected with the Trust and NHS:
- 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.
- You are able to work off of your own initiative and have excellent communication skills.
- Able to work under pressure and to strict deadlines.
Attitude, Behaviour and Values
Essential
- Always puts patients first
- Customer service focus
- Willing and able to take personal responsibility
- Demonstrates passion for excellence
- Seeks out and takes opportunities for improving the service offered
- Takes pride in their work and their team
- Flexible in their attitudes and behaviours to support team working and delivery of objectives
- Respects, values and cares for others
- Supports learning and development of self and others
- Supports and promotes equality and diversity
Experience
Essential
- Good working knowledge of Microsoft packages, including but not limited to: Word, Excel & Outlook.
- Experience of using computerised data systems
Other Requirements
Essential
- Able to demonstrate that you are honest, reliable and trustworthy with the 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.
