Administrative Assistant **pending AFC evaluation**

Job description

Job overview

Using own initiative on a daily basis and working with minimum supervision, you will be required to attend two busy outpatient reception windows providing a meet and greet reception service for inpatients arriving for diagnostics and outpatients attending diagnostic clinics. You will ensure clinics are fully booked,

handling and processing electronic referrals for patients, generating appointments and appointment letters. You will ensure appropriate waiting time standards are met in conjunction with the Cardiac Investigations Manager and Business Manager.

You will ensure results from clinic are scanned into portal in a timely manner, collate referrals and patient notes for clinic, process incoming and outgoing mail, update Careflow in a timely manner and ensure clinics are cashed up.

You will be responsible for the supervision of new starters or staff covering the department.

You will also be responsible for the delivery of the reception, appointments, and clinic prep workload in the absence of the Senior Administrative Assistant.

Main duties of the job

Duties of the role will include, but are not limited to, providing routine administrative and reception support, including covering reception areas, answering telephone enquiries, taking messages, basic diary support and data entry.

An important part of the role will involve supporting referral processing activities, including receiving referrals, entering referral information accurately onto electronic systems and ensuring records are kept up to date in line with service procedures. This will require the use of Careflow software as part of day-to-day duties. Training will be provided; however, accuracy, attention to detail and adherence to guidance are essential.

The role will include routine administrative tasks such as collating information, updating spreadsheets and maintaining basic records, therefore experience of Microsoft Office, particularly Word and Excel, is essential.

Working for our organisation

The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We're passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.

We are delighted that we have been rated as "Good" by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.

The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.

Detailed job description and main responsibilities

To provide a reception service for outpatients and inpatients, ensuring that the service given is efficient, timely and welcoming, maintaining confidentiality at all times.

To act up in the absence of the Senior Administrative Assistant, covering the duties outlined in their job description.

To undertake filing and administrative tasks as required.

To accurately input and update patient related information on attendance onto the computerised PAS system. Including the capturing and update of patient demographics at each visit.

To resolve informal complaints or concerns raised by patients at the desk or over the phone.

To deliver correspondence to various departments within the trust as required. To ensure post (results/appointment letters) are delivered appropriately and timely, in accordance with Information Governance Standards and Confidentiality procedures.

To maintain adequate administrative stationery stock in conjunction with co-workers.

To supervise new staff or staff rostered to cross cover from other areas.

Person specification

Experience

Essential criteria

• Administration Experience
• Good communicator
• Customer Service
• Experience of using Microsoft Office (Word and Excel)

Desirable criteria

• Experience working in a dental environment
• Experience of Experience of minute taking/typing minutes

Qualifications

Essential criteria

• Good standard of general education

Desirable criteria

• Business Administration Level 2 or above

Flexible Working - As a major employer in the Black Country and West Birmingham region we are committed to supporting all employees to achieve a healthy work life balance. We want the Black Country and West Birmingham region to be the best place to work and as such will consider all requests to work flexibly taking into account personal and individual circumstances alongside the needs of the service. We encourage all prospective applicants to discuss their individual circumstances with the Recruiting Manager as part of the on-boarding process.

Qualifications - Please be advised that if the post that you are applying for requires any level of qualification (e.g. A-Levels, Degree etc) or Professional Registration (e.g. Nursing and Midwifery Council, General Medical Council etc) you will be required to provide proof as part of the pre-employment process. By submitting your application you are giving the Trust permission to check the qualification certificates provided back to the source provider. Please note that a sample of all applicant's qualifications will be checked with the educational institution or provider. Furthermore, a sample of all applicants' qualifications will be checked back to the educational institution or provider to interview letters to further deter fraud.

Visa/Sponsorship Information

In line with UKVI requirements, the Trust is unable to sponsor any applicants for Skilled Woker Visas who do not meet the minimum eligibility requirements including applicable salary thresholds and concessions. Before applying, please ensure that you have the right to work in the UK, or that the role is eligible for sponsorship. For more information, please visit: