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Administration Assistant

8 months ago

Northampton, United Kingdom Northampton General Hospital Full time

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.

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 actively participate in regular supervision and annual appraisal. Keep up-to-date with changes within the Therapy Service and wider Trust. Demonstrate the ability to use initiative and to prioritise and manage own workload, consulting with the Administration Team Lead, or Deputy Head of Therapies and Enablement Centre when required. Identify own learning and development needs (with guidance) contributing to the production of a Personal Development Plan.

Undertake relevant training and development activities to meet agreed learning needs, including attending required mandatory training. Compile an ongoing record of training and development activities undertaken, reflecting on and recording learning outcomes of development opportunities. Maintain a position of integrity, appreciating the need for strict confidentiality when dealing with staff, patients and related issues. Respect the individuality, values, cultural and religious diversity of patients and contribute to the provision of a service sensitive to these needs.