Admin Assistant Rheumatology

Job description

Job summary

Are you an organised, friendly and motivated administrator looking for a part-time opportunity within a busy and supportive team?

We have an exciting opportunity to join our Rheumatology team as a Rheumatology Administrator, working 15 hours per week on a maternity cover basis.

Rheumatology is a busy and varied specialty, and this role offers the opportunity to work alongside a fantastic team of clinical and administrative staff. You'll play an important part in supporting the smooth running of our services and helping to ensure our patients receive a positive experience throughout their care.

The role is varied and will involve working closely with patients and colleagues across the department. This role provides a great opportunity for someone who enjoys a busy working environment, likes to keep things organised and takes pride in providing a high standard of patient care.

We are a friendly and supportive team and would love to hear from someone who is enthusiastic, approachable and keen to become part of the department.

Secondments will be considered, so this could be a great opportunity to gain experience within Rheumatology and develop your skills in a different area of the Trust.

If you're looking for a role where you can make a real difference, work as part of a great team and gain valuable experience within a busy service, we would love to hear from you.

Main duties of the job

To ensure that Day Case, ultrasound and Joint injection appointments are booked and monitored to achieve the National 18-week Referral to Treatment (RTT) target.

The post holder will assist the departmental Senior Medical Secretaries and provide administrative support to the Rheumatology department.

Please see attached job description and person specification for a comprehensive breakdown of roles and responsibilities of this rheumatology administrator role.

About us

Worcestershire Acute Hospitals NHS Trust is a largeacute and specialised hospital trust that provides a range of local acuteservices to the residents of Worcestershire and more specialised services to alarger population in Herefordshire and beyond.

The Trust operates hospital-based services fromthree sites in Kidderminster, Redditch and Worcester

Our workforce is more than 7,000 strong, and ourcaring staff are recognised as providing good and outstanding patient-centredcare. You could be one of them.

We are committed to recruiting the best people towork with us. Our values, which we ask all staff to demonstrate, underpin oureveryday work and remain firmly at the heart of all we do.

Being open and honest

Ensuring people feel cared for

Showing respect to everyone

We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.

We are proud to have achieved Timewiseaccreditation - this means we are committed to embedding flexible workingwithin our organisation as a flex positive employer.

DBS Checks and Costs

Any applicants who are offered posts requiring aDBS check as part of their employment check will have the cost of this check(at the current rate) deducted from their salary. Please see link in SupportingInformation section for more details on DBS checks and costs.

Job description

Job responsibilities

Key Duties:

To arrange appointments and ensure that all sessions are fully utilisedfor Joint Injection Clinics, Ultrasound scans and Day Case bookings, ensuringthat waiting times adhere to RTT policy.

To ensure patients are added to the Day Case and joint injection waitinglist effectively.

To ensure that clinic booking rules are up to date and adhered to whendealing with referrals and making outpatient or Day Case appointments.

To complete administrative tasks associated with Day Case entries, suchas inputting priority codes, validation and ensuring repeat dates are addedcorrectly.

To undertake medical audio/copy typing duties, including outpatientletters to General Practitioners, operation notes and letters, dischargesummaries and other official correspondence, if required.

To obtain from GPs/other departments test results prior to admissionand information for attending the Day Case unit.

To accept enquiries from clinicians, GPs, wider health serviceprofessionals, other hospitals, voluntary agencies, patients and relatives. To deal with such enquires, or refer back tothe Senior Medical Secretaries.

To ensure patient details are up to date, including patients pathwayinformation.

To participate in the use of PAS systems to establish patientinformation is kept as accurate as possible and produce patient documentationas required.

To produce header sheets for clinic and Day Case and send to scanning.

To assist clinicians and nursing staff in obtaining results andprescriptions for Home Care.

Liaise with clinical staff, to ensure that a quality service is providedto patients and to ensure the department is kept fully informed of generalmessages, issues, or patient concerns.

In exceptional circumstances, support the appointments team withcancelling patients by telephone at short notice.

To undertake training to become familiar with and competent in currenthealth records, validation and departmental procedures and practices.

To provide an effective, courteous, high quality patient accessservice. This will include recordingdata and maintaining data quality on manual and computerised systems, inaccordance with agreed policies and procedures.

To participate in the collection and transmission of information toenable the Directorate to meet its objectives.

To assist with the sorting of day to day incoming mail, taking action orrefer back to the senior medical secretaries.

To assist in providing cover for other secretaries in the Rheumatologyteam in times of planned or unplanned absence, to ensure continuity of service.

To carry out any other duties, within the grade as requested by othermembers of the team and Directorate Support Officer and Directorate Manager.

The purpose of this post should remain constant,but the duties and responsibilities may vary over time within the overall roleand level of the post. The post holder may from time to time be asked toundertake other reasonable duties. Any such changes will be made in discussionwith the post holder in the light of service needs.

Job description
Job responsibilities

Key Duties:

To arrange appointments and ensure that all sessions are fully utilisedfor Joint Injection Clinics, Ultrasound scans and Day Case bookings, ensuringthat waiting times adhere to RTT policy.

To ensure patients are added to the Day Case and joint injection waitinglist effectively.

To ensure that clinic booking rules are up to date and adhered to whendealing with referrals and making outpatient or Day Case appointments.

To complete administrative tasks associated with Day Case entries, suchas inputting priority codes, validation and ensuring repeat dates are addedcorrectly.

To undertake medical audio/copy typing duties, including outpatientletters to General Practitioners, operation notes and letters, dischargesummaries and other official correspondence, if required.

To obtain from GPs/other departments test results prior to admissionand information for attending the Day Case unit.

To accept enquiries from clinicians, GPs, wider health serviceprofessionals, other hospitals, voluntary agencies, patients and relatives. To deal with such enquires, or refer back tothe Senior Medical Secretaries.

To ensure patient details are up to date, including patients pathwayinformation.

To participate in the use of PAS systems to establish patientinformation is kept as accurate as possible and produce patient documentationas required.

To produce header sheets for clinic and Day Case and send to scanning.

To assist clinicians and nursing staff in obtaining results andprescriptions for Home Care.

Liaise with clinical staff, to ensure that a quality service is providedto patients and to ensure the department is kept fully informed of generalmessages, issues, or patient concerns.

In exceptional circumstances, support the appointments team withcancelling patients by telephone at short notice.

To undertake training to become familiar with and competent in currenthealth records, validation and departmental procedures and practices.

To provide an effective, courteous, high quality patient accessservice. This will include recordingdata and maintaining data quality on manual and computerised systems, inaccordance with agreed policies and procedures.

To participate in the collection and transmission of information toenable the Directorate to meet its objectives.

To assist with the sorting of day to day incoming mail, taking action orrefer back to the senior medical secretaries.

To assist in providing cover for other secretaries in the Rheumatologyteam in times of planned or unplanned absence, to ensure continuity of service.

To carry out any other duties, within the grade as requested by othermembers of the team and Directorate Support Officer and Directorate Manager.

The purpose of this post should remain constant,but the duties and responsibilities may vary over time within the overall roleand level of the post. The post holder may from time to time be asked toundertake other reasonable duties. Any such changes will be made in discussionwith the post holder in the light of service needs.

Person Specification

Personal Qualities

Essential

• Excellent verbal and written communication skills.
• Flexible and adaptable.
• Ability to work under pressure
• Ability to work under own initiative and as part of a team.
• Ability to prioritise conflicting workloads.

Experience

Essential

• Previous Administrative experience.
• Experience of working in a busy office environment.
• Experience of working in a hospital environment.
• Previous experience of managing waiting lists.

Internal Job Vacancy

Essential

• This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust. Could you please confirm below that you are a current member of staff.

Qualifications

Essential

• GCSE (or equivalent) in English and Maths.

Skills and Knowledge

Essential

• Audio/Digital typing.
• In-depth working knowledge of Microsoft Office.
• Medical Terminology.
• Ability to multitask in busy office environment.
• Knowledge in RTT (referral to treatment)
• Knowledge in PAS

Person Specification
Personal Qualities

Essential

• Excellent verbal and written communication skills.
• Flexible and adaptable.
• Ability to work under pressure
• Ability to work under own initiative and as part of a team.
• Ability to prioritise conflicting workloads.

Experience

Essential

• Previous Administrative experience.
• Experience of working in a busy office environment.
• Experience of working in a hospital environment.
• Previous experience of managing waiting lists.

Internal Job Vacancy

Essential

• This vacancy is currently only open to internal applicants from Worcestershire Acute Hospitals NHS Trust. Could you please confirm below that you are a current member of staff.

Qualifications

Essential

• GCSE (or equivalent) in English and Maths.

Skills and Knowledge

Essential

• Audio/Digital typing.
• In-depth working knowledge of Microsoft Office.
• Medical Terminology.
• Ability to multitask in busy office environment.
• Knowledge in RTT (referral to treatment)
• Knowledge in PAS

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust
Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

United Kingdom

Employer's website