Administration Assistant

Job description

Detailed job description and main responsibilities

Provide cover on reception receiving and directing patients, visitors and staff in a courteous manner.

To ensure preparation of patient information for clinical sessions are carried out in an efficient and timely manner.

To book patients in and out of clinics for the outpatient department.

To admit and discharge patients attending day-case when necessary.

To book follow up appointments for patients as and when necessary.

Ensure that all RTT outcomes are completed and entered onto the Patients Administration System at the end of the session.

To ensure that all test results are available for outpatient clinics as requested.

To liaise with the department manager and outpatient staff to ensure all request forms are comprehensively completed.

To liaise with other hospitals and department to obtain case notes and results of investigations as required.

To promote a friendly, courteous and efficient service, including delays in clinic times and cancellations.

To use the current computerised patient records system for booking appointments and providing labels for patient's records.

To deal with hearing aid battery requests i.e. ordering, replacements etc.

Ensure case notes requested are dispatched on time, and where necessary, arrange for urgent transportation, obtaining authorisation if required.

To prioritise work in order to meet deadlines.

To arrange patient transport

Person specification

Communication

Essential criteria

• Ability to work as part of a team
• Ability to remain calm under pressure

Trust Values

Essential criteria

• Must be able to demonstrate behaviours consistent with the Trust's Values

Qualifications

Essential criteria

• Good general education to GCSE level or equivalent, including English and Maths

Desirable criteria

• ECDL or Equivalent

Experience

Essential criteria

• Computer skills
• Experience in using Microsoft Packages
• Experience of working with the general public in a face to face role

Desirable criteria

• General office procedures
• Knowledge of hospital systems and booking procedures.
• Understandingof18week pathway rules and guidelines

Planning and Organization

Essential criteria

• Ability to work on own initiative but within procedural guidelines
• Good communication and initiative skills.
• Ability to prioritise workload
• Good time management skills

EDI

Essential criteria

• Able to demonstrate a commitment and understanding of the importance of treating all individuals with dignity and respect appropriate to their individual needs

Additional Information

Please submit your application form without delay to avoid disappointment; we will close vacancies prior to the publishing closing date if we receive a sufficient number of completed application forms.

Please check the email account (including your junk mail) that you supplied as part of your application on a regular basis following the closing date and throughout the recruitment process, as this is how we will communicate with you.

UHL is an equal opportunities employer. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from people from all backgrounds who match our job criteria.

Applicants who have a disability and meet the essential criteria for the job will be interviewed if you indicate you wish to be considered under the Guaranteed Interview Scheme. If you require a reasonable adjustment at any stage of the recruitment process please make the recruitment services team aware as soon as possible.

UHL is committed to helping colleagues balance the demands of both their work and personal needs through flexible working arrangements wherever reasonably practicable and subject to service needs.

Disclosure and Barring Service Check

Please note if you are successful in obtaining this position and the post involves regulated activity you will be required to undertake a Disclosure & Barring Service check.

The Trust will pay for the check initially and the money will then be deducted from your salary over a three month period commencing on your first month's payment.

The current price of a check is £38 for an enhanced and £18 for a standard check.

COVID 19 Risk Assessment

Due to the current Covid pandemic we have introduced a staff risk assessment into our pre-employment process. This now forms part of the mandatory pre-employment checks that will be carried out if you receive a conditional offer.

The risk assessment is intended to ensure you are able to safely perform your duties in any of our work areas, and if you have been identified as being particularly vulnerable to coronavirus. Our main aim is to reduce risk and to ensure the safety of all new starters to the Trust as well as current staff, patients and visitors.

If it is identified that you are within a vulnerable category, we will endeavor to make reasonable adjustments to accommodate this through discussions with both Occupational Health and your recruiting manager.

Covid Vaccination Status

Covid-19 vaccination remains the best way to protect yourself, family, colleagues and our patients/service users from the Covid-19 virus. We therefore continue to encourage our current and potential colleagues to get vaccinated.

University Hospitals of Leicester NHS Trust holds the principles of equality, diversity and inclusion at the heart of everything it does and all that it stands for. We are committed to developing a workforce that is representative of the community we serve. We welcome applications from the diverse community of Leicester, Leicester and Rutland, to help deliver healthcare services that meets the needs of our diverse communities.

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