University Hospitals of Leicester NHS Trust
Admin Assistant - St Lukes Treatment Centre, Market Harborough
30 hours per week
Time for a change?
Looking for a rewarding career?
Then come and be part of our team. University Hospitals of Leicester (UHL) has Community Hospitals across Leicestershire, with the desire to provide an excellent standard of patient-centred care.
In addition to having effective interpersonal skills, you will be adept at both working as part of a team and able to act on your own initiative. You will also be an effective communicator with excellent organisational skills.
You will become part of a talented, passionate team of people and will enjoy one of the most competitive and flexible benefits packages offered by any employer in the UK. On top of your basic salary, you will receive at least 27 days' holiday each year, plus a range of other benefits including occupational health and counselling services.
As an Admin Assistant, it will be your responsibility to ensure that your behaviours and values reflect those of UHL. The post holder will need to be flexible as they may be required to undertake cross-site working to meet the needs of the service.
At present, hours are worked over a 5-day working week. Normal working hours for the department are between 8 am and 5 pm; however, flexibility will be required to work between the hours of 7:30 am to 6 pm on certain days.
Main duties of the job
Working within the Admin Team predominantly providing clerical and administrative support to the Outpatient Team.
To promote an effective and efficient administration service including reception, records, preparation of sessions, and to work as part of a team providing a high-quality service to clinical staff and patients.
To ensure the highest standards for patient experience and quality are maintained.
Job responsibilities
* Provide cover on reception receiving and directing patients, visitors and staff in a courteous manner.
* To direct and redirect patients and calls in a polite friendly manner and deal with patients' queries.
* To ensure preparation of notes 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 departments 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 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 patients' 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 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
* Good General Education to GCSE level or equivalent including English Grade C
* ECDL or equivalent
Knowledge and Experience
* Computer skills including experience in using Microsoft packages
* Customer Service Skills
* Knowledge of Hospital systems and booking procedures
* Previous experience in working within a healthcare setting
* Experience of working with the general public on a face-to-face basis and over the telephone
Communication
* Strong written and oral communication skills
* Ability to work as part of a Team
* Ability to remain calm under pressure
Analytical and Judgement skills
* 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
Planning and Organisation skills
* Ability to work on own initiative but within procedural guidelines
* Ability to prioritise workload
* Demonstrate good time management skills
Flexibility
* Ability to be flexible to work between the hours of 7:30 am and 9 pm over a 5-6 day rota which may progress to 7 days and to cover across localities
* Car owner/driver or suitable alternative means of transportation
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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