Admin Assistant

Job description

Job responsibilities

Respond to queries about clinical issues including whether a patient needs to attend an appointment, following written protocols and referring exceptions.

Send out letters to patients, general practitioners and diabetologists.

Ensure that patient records are completed in a timely and accurate manner.

Develop sound interpersonal relationships with colleagues.

Work with the Failsafe Officer to formulate, and deliver procedures and protocols.

Collating referral/attendance/DNA and cancellation figures.

Liaise with GP practice regarding patients who have failed to attend/do not want to attend.

Record all referrals made to Ophthalmology and ensure that patients are seen in clinic and reports are sent back to the screening programme.

Arranging, re-arranging / cancelling of clinics as required.

Observing the requirements of the Data Protection Act and the Health & Safety at Work Act.

Attend departmental meetings essential to the development of the service and input/action and implement changes where necessary.

Provide confidential secretarial and administrative support to the Programme Manager.

Proactively seek and maintain up to date information and training to ensure that skills are sustained to a high standard.

Patient safety is a priority and creating an environment where the patient experience is positive and failsafe functions are robust.

To assist the Programme Manager in ensuring the Trusts business objectives and national and local targets are continually monitored and achieved.

To assist in ensuring best clinical/administrative practice by promoting continuous quality improvement as a positive role model and mentor, promoting all aspects of high quality patient care.

Work collaboratively with multi professional teams to ensure practice is efficient, effective, evidence based and safe.

Person Specification

Qualifications

Essential

• Good Standard of Education - Minimum of 3 GCSEs (or equivalent) at C Grade or above including English Language.
• NVQ Level 3 in Business Administration or equivalent knowledge/experience (or working towards).

Experience

Essential

• Experience of an administrative role providing general provision of administrative duties in a challenging and constantly changing environment.
• Demonstrate Experience of using Microsoft Word.
• Experience in setting up and maintaining office filing systems.
• Experience in planning and organising meetings and taking notes.
• Experience of providing administrative support to a team.

Desirable

• Experience of working within an NHS Environment.

Special Skills & Knowledge

Essential

• Knowledge of computer packages, e.g. Word, Excel, Outlook and PowerPoint.
• IT Skills.
• Ability to analyse and present data using Excel and Access packages.
• Ability to use email and maintain and update paper and electronic diaries.
• Knowledge of Data Protection and Caldicott Principles and understanding of the need to maintain strict confidentiality.
• Ability to use discretion and maintain confidentiality.
• Good interpersonal skills.
• Excellent verbal and written communication skills, with the ability to deal with and prepare routine verbal and written correspondence and the ability to obtain information and pass on comprehensive and confidential messages.
• Ability to communicate accurately, verbally, courteously and effectively with a wide range of staff, professionals and members of the public.
• Able to use own initiative to resolve routine queries, in line with departmental procedures.
• Able to work with minimal supervision following set procedures.
• Ability to organise and prioritise workload in order to meet deadlines.
• Ability to work as a member of a team.
• Committed to quality customer care/delivering excellent customer service.
• Flexible approach to work and adaptable to change.

Desirable

• Knowledge of medical terminology.

Special Requirements

Essential

• Ability to travel independently across the County to fulfil the requirements of the post.
• Present a professional image at all times.

Employer details

Employer name

County Durham & Darlington NHS Foundation Trust

Address

Darlington Memorial Hospital NHS Trust

Hollyhurst Road

Darlington

County Durham

DL3 6HX

Employer's website

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