Admin Assistant

2 days ago


Nelson, United Kingdom East Lancashire Hospitals NHS Trust Full time

The post holder will work as a member of the Treatment Room team providing a comprehensive data input service (C-PAS, EMIS and other data base systems). The duties will also include administrative, clerical, and secretarial support to the health professionals within the Treatment Rooms and other specialist services.

MAIN DUTIES

1) To input accurate data into multiple database systems for the Treatment Room service

2) General secretarial duties; correspondence, minute taking, answering telephone enquiries and leaving appropriate messages. Filing and maintaining staff personal files, SARS recording. Record leave - holidays, special and sickness.

3) To support Treatment Room staff on the recording of patient demographics and personal details onto a computer based system.

4) Report any faults to the IT Department, Building Manager or Estates. Send equipment to the appropriate services for repair/service.

5) Liaise with nursing staff when appropriate, informing them of any patient giving them cause for concern.

6) Liaise with other health care professionals on site, regarding appropriate patient appointments.

7) Completion of relevant paperwork and other appropriate documentation.

8) Recording, collation and calculation of daily, weekly, monthly statistics and scanning/photocopying to relevant departments.

9) To type and process correspondence, reports and other documents as requested, using VDU on a daily basis with packages which include Microsoft Office, Word, Excel, Access, Outlook, PowerPoint.

The Treatment room services are provided at 11 sites across the five localities in the East Lancashire Hospitals NHS Trust footprint. This central admin assistant role is based at the Treatment room office at Yarnspinners Primary Health care centre.

Community and Intermediate Care

**DIVISION**: CIC

**DEPARTMENT**: Treatment Rooms

**JOB TITLE**: Treatment Room Admin Assistant

Band 3

**BASE**: Yarnspinners PHCC

**REPORTS TO**: Clinical Team Leader

Job Summary

MAIN DUTIES

1) To input accurate data into multiple database systems for the Treatment Room service

2) General secretarial duties; correspondence, minute taking, answering telephone enquiries and leaving appropriate messages. Filing and maintaining staff personal files, SARS recording. Record leave - holidays, special and sickness.

3) To support Treatment Room staff on the recording of patient demographics and personal details onto a computer based system.

4) Report any faults to the IT Department, Building Manager or Estates. Send equipment to the appropriate services for repair/service.

5) Liaise with nursing staff when appropriate, informing them of any patient giving them cause for concern.

6) Liaise with other health care professionals on site, regarding appropriate patient appointments.

7) Completion of relevant paperwork and other appropriate documentation.

8) Recording, collation and calculation of daily, weekly, monthly statistics and scanning/photocopying to relevant departments.

9) To type and process correspondence, reports and other documents as requested, using VDU on a daily basis with packages which include Microsoft Office, Word, Excel, Access, Outlook, PowerPoint.

OTHER RESPONSIBILITIES

1) To be fully conversant with the use of office machinery e.g. photocopier,

computer, computer based booking in/EMIS system etc.

2) Deal with internal and external mail on a daily basis.

3) Update information and displays on treatment room notice boards as and when required.

COMMUNICATION
- To deal with general enquiries in a sensitive, empathic manner.
- To maintain confidentiality at all times by verbal communication and the safe keeping of patient records.
- To communicate with the general public where there maybe barriers to understanding hard of hearing, elderly, people with learning disabilities and people whose first language is not English.
- To be able to communicate with tact and diplomacy in situations where people maybe upset, angry and injured.
- To have the ability to diffuse conflict/confrontational/stressful situations and be familiar with and adhere to the ELHT Complaints Procedure.
- To direct the general public and patients to appropriate departments.
- To deal with general telephone enquiries from staff, patients and the general public.
- To supply general information to public/patients relating to various departments and agencies.
- To attend and participate in staff meetings, ensuring information is passed on to colleagues.

10.) To communicate with multi-disciplinary colleagues at all levels and with outside agencies for example Health Departments, Social Care, Contractors. This involves verbal, written and electronic communication.

TRAINING AND DEVELOPMENT

1) To participate in the appraisal process and relevant training/education to meet development needs.

2) To attend mandatory training i.e. moving and handling, fire safety, complaints, conflict resolution, diversity and equality.

3) To demonstrate du


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