Administration Assistant

7 months ago

London, United Kingdom Whittington Health NHS Trust Full time

The post holder will be responsible for providing administration, information and computing services to the NCL Newborn Hearing Screening Programme. S/he will play a key role in ensuring that the responsible population of within the NCL cluster is identified and called in time for screening in line with national standards. The post holder will be responsible for co-ordinating the collection, analysis and reporting of performance and outcome information relating to NHSP. The post holder will be one of the main contacts with the National Programme IT Helpdesk for matters relating to the national IT Smart4Hearing (S4H) system.
- To ensure that computerised appointments are generated for the NCL NHSP in line with the national guidelines
- To participate in the review and development of systems to ensure optimal use of appointed sessions e.g. contacting parents to confirm attendance, filling gaps left by cancellations
- To ensure that screeners have timely information about children appointed to their clinics
- To deal with telephone enquiries from parents, allied health professional and other newborn hearing screening programmes, in an informed and professional manner. Respond to queries, take accurate messages, provide information, action or refer on as appropriate
- To liaise effectively with parents, NHSP team members and other health care professionals
- To cover reception at St Ann’s Audiology occasionally as required
- To arrange audiology appointments for babies requiring an audiology assessment who have been screened by NHSP outside of NCL but who are responsible to NCL
- To undertake any other duties required by the Operational Lead or Local Managers as appropriate
- To ensure that all appointment data is entered securely and accurately within the S4H database
- To establish and maintain information systems / spreadsheets / databases to meet the needs of the local service and in the specific requirements of the NHSP
- To attend NCL NHSP service meetings
- To ensure all administrative information including patient demographics and GP details are accurately recorded the S4H database

Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.

The post holder will work alongside the newborn hearing screening and audiology administrative team.
ADMINISTATIVE RESPONSIBILITIES
1. Communicate with team, parents, health visitors and other key professional contacts
2. To ensure agreed policies, clerical systems and procedures are followed, implementing new ones as necessary
3. To complete training and be competent using patient management system (Smart4Hearing and Auditbase)
4. To complete training and be competent using NHS databases, e.g. NHS Spine Summary Care Records, ESR, RiO
6. To monitor and escalate potential breaches
7. To manage the clinic/patient relationship using polite and efficient personal and telephone contact
8. To process referrals on Auditbase use other patient management systems appropriately to check and validate patient information
9. To liaise with other professionals regarding patient information e.g. GPs, Health Visitors, Social Workers, Child Health
10. To reschedule clinics as requested by Operational Lead
11. To contact patients and inform them of cancelled/changed appointments
12. To inform patients/carers via telephone of waiting times and negotiate between patients’ needs/preferences and service capacity
13. To request translators and British Sign Language translators for patients using the service according to needs/ barriers to understanding
14. To maintain confidentiality at all times.
15. To take an active responsibility for maintaining computer based records including input and retrieval of information
16. To collate information on excel/other databases for use by management as required
18. To deal with telephone calls and take messages as required, ensuring that messages are passed on to the appropriate person
19. To provide cover for other members of the administration team
2. RESPONSIBILITY FOR PATIENTS
- To be aware of safeguarding policy
- To be aware of information governance policy

3. RESPONSIBILITY FOR POLICY AND SERVICE DEVELOPMENT
- To follow Trust and department policies and procedures
- To recommend and support implementation of changes to depar

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