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Administration Assistant

8 months ago

Northampton, United Kingdom Northampton General Hospital NHS Trust Full time

Are you able to improve patient experience and care by providing clear and efficient administration support?

The Therapies Department at Northampton General Hospital is looking for an enthusiastic and proactive Administration Assistant to join their dynamic team.

We care for patients across a wide range of settings including inpatient acute adult specialisms such as Surgery, Orthopaedics, Medicine, Stroke, Respiratory, Oncology and Haematology.

We also provide support for Outpatient Hand Therapy Clinics, Amputee's at the Enablement Centre and The Macmillan Pre-habilitation / Rehabilitation Team.

**To provide administrative support to the Therapy Services**:

- Inpatient adult Occupational Therapy and Physiotherapy services including speciality areas
- Hand Therapy
- Enablement Centre

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

Hand Therapy and Enablement Centre
- Provide a reception service for the Hand Therapy and Enablement Centre outpatient services. Receiving patients, medical records, booking appointments and maintaining the clinic diary.
- Receive and distribute information relating to patients’ appointments and clinical reports.
- Complete template letters to patients and health professionals, under the direction of the Hand Therapists.
- Open, sort and dispatch incoming post to Hand Therapy/Enablement Centre on a daily basis.
- Ensure dispatch of outgoing post from Hand Therapy/Enablement Centre is completed in a timely manner.
- Maintain an efficient filing system within the Hand Therapy/Enablement Centre services.
- Assist with recording accurate statistical data in line with department guidelines.
- Maintain an appropriate supply of stationery and other consumables in liaison with the Administration Lead.
- Check details of services used, for example the interpreter service, against Hand Therapy/Enablement Centre records to validate invoices for Administration Lead
- Notify the Administration Team Lead of sickness absence as soon as possible, in line with Trust guidelines.

All Therapy Teams
- Complete template reports as required by Therapists.
- Provide admin support in all areas of Therapies when required.
- Ensure photocopying, printing and distribution of documents is completed to a high standard.
- Track and obtain patients’ medical records and file paperwork as required.
- Book meeting rooms as requested.
- Take minutes at meetings as requested by the Therapy Management Team.
- Receive and take appropriate action on telephone calls, including the relaying of messages as appropriate.
- Demonstrate awareness of, and adhere to Department and Trust guidelines on data protection, confidentiality and freedom of information and related issues.
- Maintain accurate and up-to-date documentation consistent with legal and organisational requirements.
- Demonstrate a high level of effective communication skills, liaising with Therapy staff, other hospital departments, Trust personnel, patients and wider contacts.
- Receive visitors to the departments in a professional and courteous manner.
- Ensure own work areas are clean, tidy and well-maintained; complying with Health and Safety guidelines, ensuring the safe use of equipment and storage of materials.
- Exercise good personal time management, punctuality and consistent reliable attendance, submitting accurate records of attendance on monthly timesheets.
- Adhere to the uniform policy, as set out by the Trust.
- Contribute to the implementation of new policies and working practices relating to departmental and staff issues within the Therapy service.
- Propose changes to administrative procedures carried out within the service to improve effectiveness and efficiency and to facilitate modernisation of processes.
- Participate in the Therapy Service governance and audit activities as required.
- Review and reflect on own practice and act