Administrative Assistant

1 month ago

Truro, United Kingdom Royal Cornwall Hospitals NHS Trust Full time

Obstetrics & Gynaecology Administrative Assistant

We are looking to appoint a motivated person to work within the busy Obstetrics & Gynaecology admin team at Royal Cornwall Hospital, Truro.

The aim of the role is to provide professional administrative support to the very busy Obstetrics & Gynaecology admin team, ensuring the provision of an excellent administrative service.

The administrator will be responsible for delivering an excellent customer service to patients. You will need to be able to work in a calm, logical and methodical way but be able to multi-task whilst dealing with frequent interruptions, and you must possess effective communication skills whilst always maintaining patient confidentiality. You must be confident, diplomatic and able to work in a busy environment with a pleasant and caring disposition. You will be required to have a good level of education and have good keyboard, IT. Full training will be given on Hospital IT systems.

You will be joining a highly dedicated administrative team that supports patient care.

This is a part time post working 30 hours per week across 4 or 5 days.

You will be expected to support the delivery of a comprehensive and effective administrative service to support the efficient running of the Gynaecology Booking Team.

You will be required to work as part of a team, communicating effectively and courteously with a wide range of internal / external personnel.

The main duties of this job are outpatient appointment booking, including
hysteroscopy clinic booking and management of clinics, cross cover of EGU booking coordinator in times of absence and assisting with booking outpatient appointments across gynaecology as needed. This will continue to evolve as the department develops to meet corporate objectives and NHS targets.

You will manage referrals from the national E Referrals system and send for
clinical triage.

Clinical diary management.

To gain a robust knowledge of relevant Trust IT systems to include PAS, E Referrals, Galaxy, Maxims and E3.

You will assist in the maintenance of worklists on the national E Referrals system.

To ensure patient confidentiality is maintained at all times in line with Trust policy.

Ensure clinics are adequately prepped as required.

To provide general administration support to the Admin Booking Team.

Sustainability is integral to the Trust achieving the NHS Net Zero target. All staff are therefore actively encouraged and supported to implement new ways of working within their field of expertise.

Many of our staff work flexibly in many different ways. Please talk to us at interview about any flexible working arrangements you would prefer or require. While we may not be able to fully accommodate all requests, such requests will not be referenced during the interview scoring process, and we will fully consider and try to accommodate them for successful applicants.

To collate a variety of correspondence to patients and carers in the form of
appointment letters, ensuring correct enclosures as necessary.

Deal with confidential and sensitive matters appropriately and maintain
confidentiality at all times.

Generate a variety of correspondence to patients and carers in the form of
appointment letters from the PAS system.

To communicate effectively and liaise with other professionals in a clear, concise and professional manner.

Develop knowledge of local and national targets.

Be a role model demonstrating good communication and ensuring robust and open communication with all patients, other staff and departments.

Deal with face to face or telephone enquiries, convey messages and transfer calls as necessary whilst maintaining confidentiality at all times.

Accurately input, retrieve and collect data and information using the Departmental and Trust computer systems.

To act as an ambassador for the service and promote its services.

To act as an ambassador for apprenticeships and participate in events.

To undertake statutory training as required in accordance with Health and Safety regulations and Trust’s policies.

Ensure that security in the work environment is maintained, locking doors and windows, challenging unknown persons who enter the work area and by wearing the Trust identity badge at all times whilst at work.

Be able to understand and work from the outpatient waiting lists and take
appropriate action. It will be necessary to be aware of NHS Referral to Treatment and local targets and how actions taken in every day procedures affect these targets.

Any other duties as deemed appropriate by senior staff.

For full details please see attached job description.

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