Clinical Office Administrator

6 months ago


Ashford, United Kingdom Ashford and St. Peter's Hospitals NHS Foundation Trust Full time

Computer skills are essential, and training will be given on hospital administration systems.

In return we offer opportunities for training and development, access to the NHS Pensions Scheme, work perks, NHS discounts; opportunities for flexible working and on-site childcare provision (nursery).

The Clinical Office Administrator will provide a comprehensive support administrative service to the Consultants, their medical team and their administrative colleagues. They will be expected to organise their workload with the Consultants and their teams and co-ordinate their activities with other Clinical Office Administrative Co-ordinators to ensure that an efficient service is provided. The Clinical Office Administrator will carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work. It is essential that the Clinical Office Administrator should exercise initiative commensurate with the role and vital that confidentiality be maintained at all times.

Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.

Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Ashford, Surrey and St Peter's, Chertsey, Surrey.

We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.

Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.

To provide clerical support to the Divisional Clinical Office

Support the Clinical Office Administrative Co-ordinator

To ensure clinic reports on patients (Proformas) are dealt with, sent out to GP’s and filed in the patient’s notes for the next clinic visit

Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using the transcription service. Once letters are approved by clinicians, send-off (electronically or by post)

Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator for actions (e.g. add to waiting list)

To use new working systems within the Clinical Office to promote an efficient service, i.e. IT fast save systems and discharge summary systems

General office duties including filing and photocopying and ordering of stationery supplies, within agreed limits

Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to consultants and which may be passed to other areas for information or action

Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person

Review of rejected clinic letters daily through use of Docman EDT Hub

Implement any relevant Trust and Directorate polices on behalf of the Consultant team

Competent use of Patient Administration System (PAS) after training in accordance with required departmental standards of work

Ensure that effective communication both within the Trust and between the hospital, GPs and patients is maintained. Exercise independent judgement and initiative based on acquired experience and knowledge when problems arise by taking appropriate action to resolve the problems or refer to the appropriate person

Ad hoc retrieval of medical records/X-rays/investigation results relating to patient/Consultant enquiries

Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management

Action results of clinical investigations within procedural guidelines

Managing own workload, prioritising as necessary

Work as part of a team and assisting with the training of new and temporary staff. Providing support and advice where appropriate, including assisting new clinicians with the use of dictation equipment until self-sufficient

Support the day-to-day organisation and management responsibilities of the Consultant, diary, arrange meetings, appointments etc.

Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team

Through self-development, continuously update knowledge of new trends and maintain and improve knowledge and competence

Have the ability and commitment to work as a team member and be able to adhere to strict deadlines

When required assist with the investigation and compilation of responses to complaints within optimum deadlines

Demonstrate an understanding and reassuring manner w



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