Job summary
PLEASE NOTE THAT THIS IS A VERY PHYSICALLY DEMANDING ROLE AND REQUIRES THE CANDIDATE TO FILE, MOVE AND HANDLE LARGE QUANTITIES OF HEALTH RECORDS
The Healthcare Operations Department are looking to recruit an Administrative Support Worker to join our medical secretarial team. This is a full-time post, working 9am to 5pm Monday to Friday, based at Leigh Infirmary.
We are looking for an enthusiastic and motivated individual to join our friendly team. You need to be reliable and flexible. Previous experience in an NHS setting is not essential, but desirable.
Our ideal candidate will have initiative, excellent customer service and computer skills. You will be required to undertake a range of administrative tasks, provide support for the medical secretaries, dealing with correspondence and scanning.
Main duties of the job
The post holder will provide an administrative support service to Consultant PAs and the 'virtual' clinical secretary pool to enable them to deliver an efficient and effective PA service.
The main duties of this role are:
1. Contributes to the provision of general office duties including filing; text and data input to Trust patient information systems; collection and distribution of case notes; and opening, sorting and distribution of post and general office management duties (photocopying, scanning, faxing documentation) as required.
2. Providing general typing and word processing support as and when required.
3. Assisting colleagues in providing cover for divisional secretarial administration and typing duties.
4. Knowledge of basic office procedures.
Planning and Organisational Duties
1. Distribution of patient pathway documentation e.g. admissions, theatre, outpatient procedures within the required timescales.
2. Supporting / rotating through other areas of the service including the records library and other areas of Healthcare operations.
3. Distribution and collection of patient notes and post.
4. Undertake filing and pulling of records / case notes.
5. Undertake note-taking when required.
6. Maintaining accurate, timely and legible records.
7. Maintaining consistency within standards of patient care.
Communications and Key Working Relationships
1. Answer telephone calls, responding to general enquiries, and taking and passing on of messages.
2. Using the spoken and written word and being sensitive to those who are vulnerable or do not have English as their first language.
3. Assisting in the establishment of communication systems with all staff, patients and relatives to promote understanding and good will.
4. Promote the ethos of continuous improvement disseminating any new knowledge gained to other colleagues.
Responsibility for Finance
1. Participate in ensuring the effective use of all financial resources in providing and delivering the service within its financial constraints.
2. Demonstrate awareness of the need for cost improvement programmes within the Service.
3. Promote effective utilisation of resources.
Responsibility for Human Resources
1. Demonstrate own tasks to new starters.
2. Adhere and promote Trust policies, procedures and guidelines and maintain the Professional Code of Conduct.
3. Ensure compliance with the Mandatory Training Policy in accordance with Trust policy.
Responsibility for Health & Safety
1. Summon Security personnel to the department as and when required using own initiative.
2. To comply with all Health and Safety issues taking a proactive role by managing the Health and safety of themselves and others at all times where practicably possible.
3. To take individual responsibility for managing risks within own working environment, complying with Trust regulations around reporting and managing risk reduction strategies.
4. To be involved in managing related risk assessments and effectively taking care to include others that may be affected by their actions.
5. To be pro-active regarding potential Health and Safety issues.
Responsibility for Teaching
1. To be involved in any job related training in order to maintain quality standards.
2. To have a good understanding of the Patient Administration System and other Trust Information systems.
3. To have a sound knowledge of hospital services to enable smooth progression of access requests through non elective / elective services.
4. To support and offer guidance by using personal experience to evaluate and provide feedback on any learning opportunities that may arise.
5. Recognise and accept responsibility for own personal development.
Person Specification
Qualifications
Essential
* Educated to GCSE or equivalent level.
Experience
Essential
* Experience of working in a busy, pressurised customer focused environment dealing with frequent interruptions.
* Recent work experience within an administration / office setting, for example: filing, photocopying, answering telephone enquiries, data inputting and distribution of post / documentation.
* Experience of using IT systems in the workplace.
Skills
Essential
* Ability to respond to straightforward enquiries.
* Must work well as part of a team but also able to work on own initiative in relation to managing own workload and to identify when others require administrative support.
* Able to demonstrate keyboard skills with attention to accuracy.
* To demonstrate a good telephone manner.
* To demonstrate excellent communication skills with all disciplines of staff.
* Good organisational skills.
* To work efficiently to targets and deadlines and able to prioritise and manage workloads.
* Ability to learn quickly and adapt to change in circumstances.
Knowledge
Essential
* Awareness of Data Protection Act/Patient Confidentiality.
* Knowledge of general office systems and protocols in a customer related environment.
* Ability to follow guidelines and procedure.
* Knowledge of IT systems and packages within the workplace.
* Good understanding of customer care practices and procedures.
Additional
Essential
* Willing to travel to other Trust sites to provide support, as and when required.
* Willingness to meet the performance criteria set out in the job description and undertake personal and professional development.
* Good attendance record.
* Must be able to work flexibly and where appropriate cover annual leave or sickness.
* Professional appearance and approach.
* Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.
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.
Employer details
Employer name
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Leigh Infirmary
The Avenue
Leigh
WN7 1HS
Employer's website
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