Acute Medicine Administrator

Job description

Job responsibilities

To provide a personal assistant and medical secretarial service to Consultant Acute Physicians.

To arrange meetings and maintain Consultant shared leave calendar if required.

To maintain Consultants diaries if required.

To collate information for clinical audit if requested.

To undertake medical audio/copy typing duties including letters to GPs, discharge summaries and other official correspondence, including self-generated non-routine correspondence if required for Acute Medicine including Ambulatory and Triage staff.

To deal with day-to-day incoming mail, assigning priority and/or taking any necessary action without reference to consultant if appropriate and as agreed with Divisional teams.

To prepare material for meetings and training sessions as required.

To respond to enquiries from GPs, other Health Service personnel, patients and relatives.

To follow up collate and present diagnostic and therapeutic reports to consultants and junior medical staff and/or take any necessary follow up action and file subsequently in patient case notes.

To maintain patients records and track notes electronically in a manner acceptable to the Trust.

To ensure that patients case notes are as up to date and as accurate as possible by ensuring that documentation is filed at the earliest opportunity and correctly in the appropriate area of the case notes.

To maintain database for patients referred to MDTs for specialist services and liaise with consultants when information available.

To maintain administrative duties for the Acute Med Team generic email inbox.

To observe absolute confidentiality of all information obtained in the course of your work.

To deal with administrative and secretarial aspects of consultants management, educational and professional advisory commitments.

To participate actively in the introduction of and use of information technology.

To collect referrals from wards and enter data onto the clip system.

To organise a clinic independently, preparing, and replenishing equipment, documentation and dealing affectively with errors and omissions. Prioritising patient needs according to clinic workload and navigate patients and clinicians to ensure smooth running of clinics.

To be confident in dealing with complex enquiries in person or by telephone.

To undertake any other duties as may be required as appropriate by the Consultant or the Directorate Management Team in accordance with the needs of the service.

To liaise with drug representatives for sponsorship of junior doctors/nursing teaching sessions.

To order stationery and report faults with equipment.

To report any accident or untoward incident or complaint.

To act always in a manner which will promote a good image of the Division.

Person Specification

Personal Qualities

Essential

• Able to work collaboratively as part of a team
• Always demonstrates a high level of professionalism
• Compassionate when dealing with patients and their families
• Adaptable and flexible to everchanging situations

Desirable

• Capable of working independently, taking initiative to handle tasks proactively

Other

Essential

• Handles high pressured situations with composure and maintains a positive attitude
• Demonstrates sensitivity and respect for diverse patient populations and colleagues from different backgrounds
• Must always maintain confidentiality when handling sensitive information and patient data

Qualifications

Essential

• GCSE/CSE A-C Grade in English & Maths or equivalent

Desirable

• Evidence of further studies

Experience

Essential

• Previous administrative, secretarial, or clerical experience
• Experience of using databases

Skills/Knowledge

Essential

• Understanding and working knowledge of Microsoft Office Packages and IT systems Strong telephone etiquette
• Excellent verbal and written communication skills
• Good organisational skills and the ability to multi-task effectively, whilst dealing with competing priorities
• Escalates urgent issues promptly and efficiently, ensuring that necessary actions are taken to address and resolve high priority matters effectively

Desirable

• Knowledge or familiarity with key NHS systems i.e., PAS, Bluespier, CLIP.
• Awareness of good Health & Safety Protocols
• Experience in word processing, audio, copy typing skills

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.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

https://www.worcsacute.nhs.uk/ (Opens in a new tab)