Senior Patient Administrator

Job description

Detailed job description and main responsibilities

• Assist the Team Leader in all aspects of staff management of all Patient Administrators and Assistant Patient Administrators, including assisting with prioritising of workload, day to day support, supervision, sickness, performance and appraisal and ensuring mandatory and statutory training targets are achieved.
• Support the Team Leader in maximising the best use of clinical and non-clinical resources
• Ensure that all enquiries are dealt with in a timely, polite, professional and confidential manner, taking action or escalating as appropriate, using initiative and prioritising skills
• Proactively manage patient pathways so that all patients receive a high standard of service delivery
• Use initiative when dealing with patients' problems or when dealing with managers and consultants who may request patient information.
• Ensure all activity is cashed up in a timely manner using Trust's Cerner/appropriate IT system including DNAs and discharges.
• Participate in new staff induction, demonstrates duties to new starters and providing close supervision
• Develop of new members of the team through training and supervision
• Adhere to trust-wide standard operating procedures and policies developed for clinical administrative processes and participate in their development
• Suggest improvements to systems, with ways of measuring effectiveness of any changes made.
• Support the Team Leader in overseeing reception services ensuring adequate cover at all times and that patients receive an appropriate and welcoming service.
• Ensure patient demographic details are updated on the Cerner
• Collect and use data to measure performance of department against objectives.
• Assist all members of staff and patients with the uptake of new technologies, and where required become a 'user champion' to embed learning
• Assist in sourcing specialist equipment as appropriate.
• Flag up and report overseas visitors for payment
• Retrieve and validate missing NHS numbers card and investigate errors
• Assist in the maintenance of stationery stock.
• Organise and prioritise workload with minimal supervision.
• To lead orientation and induction of new members of staff and ensure existing members are up to date in all their training needs.
• Produce accurate theatre lists on a daily/weekly basis.
• Communicate with women both verbally and in writing confirming appointments.
• To respond to any request from women.
• Monitor on a daily basis any bottlenecks or breaches and report to the Theatre Manager.
• Proactively identify opportunities for improvement and efficiency.
• Liaise closely with ward managers to ensure fluctuations in theatre activity are communicated and appropriate staffing is sourced.
• To compile and present data when required.
• To establish and maintain effective working relationships.
• Liaise with clinicians regarding appropriate scheduling of patients such as case mix together with other key information to ensure the full utilisation of theatre lists.
• Liaise with clinical staff to ensure any specialist equipment is available as required.
• Participate in team, professional and personal development activities.
• Ensure the case mix of women booked to lists is optimal utilisation of theatre time , though a working knowledge and close working relationship with the MDT.
• Book induction of labour appointments.
• To undertake any other duties commensurate with the banding of the post and within reason as directed.
• Order stock required in the absence of supplies coordinator.
• Demonstrate excellent communication and interpersonal skills including the ability to exercise diplomacy and a good telephone manner.
• Maintain confidentiality regarding all matters related to the service.
• Appropriately receive, re-direct and make telephone calls to and from the department as required. Run an effective messaging service.
• Receive queries and ensure that they are actioned in a timely and appropriate fashion.
• To politely, effectively and sensitively deal with written and telephone enquiries

Person specification

Education and Qualifications

Essential criteria

• English and Mathematics GCSE or equivalent

Experience

Essential criteria

• Experience of working in a team
• Communicating with members of the public
• Demonstrable experience of working in an administrative role in a busy office environment

Desirable criteria

• Working in NHS or other similar health care environment.
• Demonstrable experience of working within customer-driven service and working to strict targets
• Proven experience of dealing with complex telephone calls

Skills and knowledge

Essential criteria

• Excellent communication skills both written and verbal
• Ability to prioritise workload effectively and meet competing demands
• To have a flexible approach to work and be able to use own initiative
• Supervisor staff within an admin enviroment

Desirable criteria

• Familiarity with written communications
• Knowledge of filing systems and ability to file accurately and pay attention to detail

Important

• There may be some occasions when we have to close a vacancy earlier than the advertised closing date, this will be due to a high volume of applications. You are therefore advised to submit your application as early as possible to avoid disappointment.
• Please check your emails regularly (and your junk folder) as this is how we will communicate with you throughout the recruitment process.
• In submitting an application, you authorise the Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process, should you be appointed to the post.
• During the recruitment process your identity documentation (ie passport, driving licence, visa etc) will be scanned using a device which recognises UV, infrared and machine-readable zone security features of the documents provided.
• Employment at the Trust is offered subject to successful completion of a six month probationary period.
• Some roles may require weekend shift working across multiple sites
• We operate a joint recruitment hub across the North West London Acute Provider Collaborative Group. As part of this, your application and personal data may be shared with partner trusts within the group for recruitment and workforce purposes, in line with General Data Protection Regulation (GDPR)

Right to work

If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on