Administration Assistant

Job description

Detailed job description and main responsibilities

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

To direct and redirect patients and calls in a polite friendly manner and deal with patients queries.

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 ensure all case notes and patient records are maintained in a good condition thus preventing the loss or misplacement of vital patient information.

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.

Photocopy whole or partial sets of case notes as requested by other hospitals or requesters.

To prioritise work in order to meet deadlines.

To undertake collating of medical files and filing of case notes that are returned, ensuring that the filing of paperwork is maintained for accurate record keeping

To assist in maintaining a comprehensive filing system for all health records stored within the hospital.

To ensure all health records are booked and tracked in and out of the hospital using the hospital Patient Administration System updating and amending when necessary.

To assist with any preparation of statistical returns as and when requested.

To arrange patient transport

Person specification

Training & qualifications

Essential criteria

• Good General Education to GCSE level or equivalent including English Grade C

Desirable criteria

• ECDL or equivalent
• ICT/CLAIT

Knowledge and Experience

Essential criteria

• Computer skills including experience is using Microsoft packages
• Customer Service Skills

Desirable criteria

• General office procedures
• Knowledge of hospital systems and booking procedures
• Understanding of 18 week pathway rules and guidelines
• Previous experience in working within a health care environment
• Experience of working with the general public and customer service skills on a face to face basis and over the telephone.

Communication and relationship skills

Essential criteria

• Ability to work as part of a team
• Strong written and oral communication
• Ability to remain calm under pressure

Analytical and Judgement skills

Essential criteria

• Demonstrate ability to work accurately and pay attention to detail
• Ability to demonstrate an understanding of and maintain confidentiality at all times
• Understanding of equality and diversity
• Problem solving skills

Planning and organisation skills

Essential criteria

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

Commitment to Trust Values and Behaviours

Essential criteria

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

Other

Essential criteria

• UK Driving License with accsess to a Vehicle

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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