Service Support Administrator

2 months ago

London, United Kingdom North Middlesex University Hospital NHS Trust Full time

Job Summary

To provide a high-quality reception and administrative service for the Microbiology department and to ensure appointments are made in line with Trust policies, guidelines, and departmental protocols. This member of staff will work autonomously to achieve these tasks.

Core Responsibilities
- Develop and provide a professional level of customer service for the department.
- Respond to enquiries in a friendly, professional, and courteous manner, resolving issues where possible or escalating to an appropriate team member when required.
- Communicate effectively and use appropriate interpersonal skills with people both internally and externally, always maintaining the professional reputation of the Trust and department.
- Portraying a professional image, maintaining confidentiality at all times.
- To continuously contribute to the progression and development of the chosen department through the provision of a high-quality service.
- The post holder will be expected to complete all mandatory training provided

**Duties and Responsibilities**:

- To work as part of a team alongside other clerical staff within the department and to be part of a wider multidisciplinary team delivering a high-quality service to other staff and patients. This includes working with identified external contacts and stakeholders.
- To provide the smooth running of Microbiology office by instruction in accordance with Standard Operating Procedures and ensure daily work is completed and distributed to deadlines.
- Compile and circulate draft weekly timetable, daily and on call rotas for the Consultant Microbiologists to switchboard.
- To keep accurate records of Consultant and Junior Doctor Annual, Study and sick leave on Healthroster, escalating to management for support as required.
- Retrieve and process mail, incoming and outgoing telephone calls in accordance with Trust Policies.
- Support departmental staff with ICT services and issues (e.g.Winpath access).
- To maintain an up-to-date diary, including the organisation of meetings and seminars as requested by the Consultant team, making them aware of any changes as they occur.

North Mid is part of North Central London integrated care system - consisting of the NHS and Local authority organisations in Camden, Islington, Barnet, Enfield and Haringey. As with other ICS’s, we are working increasingly closely with partners and indeed many of our financial and performance objectives are measured at this system level. Whilst all organisations remain as standalone, statutory bodies we have an ICS infrastructure for making shared decisions and agreeing shared approaches.

We are proud of our staff and want to ensure their training allows them to provide excellent clinical care. We are also a training unit for medical students from UCL and St George’s University Grenada, and for nursing and midwifery students from Middlesex and City Universities.

Take a tour of our hospitalhere
- To arrange and co-ordinate meetings, compiling agendas and taking and typing of minutes as directed by the Consultant Microbiologists, e.g., Microbiology Operational meetings.
- Create, manage, and maintain Excel spreadsheets ensuring their accuracy for use in reporting.
- To be competent in the use of the telephone system and demonstrate a polite telephone manner at all times.
- To take messages for the medical staff and refer urgent calls as required to the Microbiology team.
- To deal with correspondence, taking appropriate action including composing of routine and non-routine replies to correspondence for the Consultant Microbiologists.
- To follow departmental processes and procedures to ensure that the best services are delivered to our patients.
- To observe and maintain strict confidentiality of personal information relating to patients and staff in line with Trust policy.
- Maintain confidentiality of personal and financial data
- To have responsibility for the input and maintenance of good quality data as requested, ensuring correct process for storing patient information using both paper and computerised systems.
- To keep a record of the movement of medical records passing through the microbiology office for auditing purposes to enable continuity of care.
- Order office supplies and oversee the maintenance of office equipment.
- To be flexible to the ever-changing environment and be willing to support the team and lead by example to achieve the high level of service expected.
- To raise purchase orders and complete the receipt for goods process using PECOS and in accordance with Standing Financial Instructions.
- To arrange and co-ordinate temporary staff for the department as and when required.
- To follow departmental processes and procedures to ensure that the best services are delivered to our patients.
- Be responsible for the office management function within the department.
- Gain the knowledge in the event of the hospital system failure the relevant disaster recovery procedure is

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