Admin Assistant Band 3

Job description

Job responsibilities

• To maintain confidentiality in respect of all patient and staff information in line with Data Protection Act.
• To deal with all calls, enquiries and messages in a professional manner, relaying messages to the wider team and taking appropriate action.
• Search and obtain test results or documentation as requested by the clinical teams.
• Cash up clinic activity at the end of the clinic session.
• Send emails and tasks as requested by the clinical teams.
• Photocopy, scan or print documentation as required.
• Make telephone enquiries to patients, relatives and colleagues as required.
• To book appointments in accordance with trust and community guidelines.
• To receive and process incoming and outgoing direct and electronic mail.
• To attend and minute service meetings as requested.
• Manage and prioritise own workload.
• Work as an effective team member, demonstrate good personal communication skills and actively promote excellent team and interdisciplinary relationships.
• Monitor and action EMIS tasks in a timely manner.

GENERAL RESPONSIBILITIES

To ensure efficient running of office, holding accountability for monitoring and ordering stationery, maintenance of office equipment and reporting any concerns appropriately.

To record compliments and/or complaints, reporting any complaints to KCS Admin Hub Manager.

The post holder will be expected to carry out any other duties, as required, commensurate with their pay band.

To work with community and wider teams to ensure a coordinated approach is provided for service delivery.

The post holder will be required to facilitate and support new starters to carry out their role.

Ensure that that all patients with a planned admission are dealt with in a timely fashion, inputting patient data and arranging a TCI date as appropriate by liaising with other health professionals/ hospitals/secretaries as required.

ORGANISATIONAL

Being aware of and adhere to administrative procedures and protocols relevant to the post.

Observing and adhering to all Trust policies and procedures.

Demonstrate Trust values and behaviours (outlined in staff handbook) at all times.

EDUCATION AND TRAINING

To contribute to and agree a continuing Personal Development Plan. Ensuring completion of timely PDR/Appraisal process with designated line manager.

To attend internal or external courses as agreed within the plan or ad hoc training and development as requested by management.

To attend on-going refresher training within their job role as legislation changes and upgrades to the PAS / EMIS or other local systems are introduced.

Ensure mandatory training including Information Governance training is maintained within compliance date arranging time with line manager to complete when required.

Participate in departmental meetings and awareness sessions as and when required.

Employees are expected to develop their IT skills necessary to support the tasks included in their post. They may be required to undertake any necessary training to support this.

Person Specification

Experience

Essential

• Previous experience of working in an admin role Experience in dealing with the general public

Desirable

• Previous NHS experience Experience of RTT and KPI processes.

Qualifications

Essential

• Minimum 5-GCSEs or equivalent Grace C or above including English and Maths Full UK driving licence with access to vehicle

Desirable

• EDCL or equivalent IT user qualification Typewriting or word processing qualification

Values & Behaviours

Essential

• Ability to adhere to Trust Values and Behaviours Ability to be flexible and reliable
• Ability to remain calm, polite and tactful
• Ability to maintain confidentiality at all times particularly in relation to patient-identifiable and personal data / information
• Commitment to continued personal and educational development Enthusiastic and motivated

Skills / Knowledge

Essential

• Excellent interpersonal, communication and organisational skills
• Experience of using IT systems and software
• High degree of accuracy and attention to detail
• Ability to handle confidential matters in a sensitive manner
• Ability to work under pressure and to deadlines
• Advanced typing skills with speed and accuracy
• Able to work both as a member of the team and on own initiative
• Ability to prioritise and plan activities and tasks

Desirable

• Experience of working with databases
• Experience of using Patient Administration System EMIS Web experience
• Experience of using Microsoft systems such as Excel, Word etc

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

Liverpool Heart and Chest Hospital

Address

Liverpool Heart and Chest Hospital

Thomas Drive

Liverpool

Merseyside

L14 3PE

Employer's website

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