Admin Assistant

4 weeks ago

Cheltenham, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

The Jobholder is part of a small team responsible for providing all administration and reception elements to the Breast Screening Service and Breast Imaging Department whilst maintaining the highest standards and meeting fluctuations in demand whilst achieving waiting time targets. Dimensions of role: To enter a variety of information using the NBSS/ CRIS/ TRAKCARE/ BS SELECT systems including client registration, appointments, attendance and results which include confidential medical information. To manage workload under the supervision of the Programme Manager and Deputy Programme Manager. To work flexible hours as the service needs demand Knowledge, Skills, Experience and Aptitude Required: - Possess good communication and interpersonal skills.
- Have good and accurate computer / IT skills. - Excellent telephone manner and communication skills for dealing with clients, general public and staff internal & external to the organisation. - Good organisational skills to manage and prioritise own workload. - Ability to exercise discretion to ensure client confidentiality is maintained in a professional and respectful manner at all times and have a sympathetic and caring approach.
- Ability to do audio / copy typing. - Knowledge of medical terminology an advantage. - Ability to remain calm whilst working within a busy, pressurised environment working to agreed standards and protocols whilst achieving targets which can sometimes have challenging timescales. - Able to multitask.
- Good team working skills. - Motivated. - Will undergo on the job training. - Annual attendance in the mandatory training programmes.
- At reception to book in the attendance of all clients attending the various clinics using different systems ensuring all client details are correct whilst maintaining confidentiality. - To ensure that all necessary clinic documents and records are prepared daily for the various clinics running at Thirlestaine Breast Centre and the two mobile units following departmental guidelines. - On a daily basis to be responsible for ensuring clinic attendance and DNAs have been recorded correctly on the NBSS system and to investigate any discrepancies in numbers immediately with the radiographic team. - To request previous images from screening offices/hospitals throughout the country via the IEP electronic requesting system and to download/merge the images onto PACS once received.

Also, to process all incoming requests received. - To enter routine recall results onto the NBSS system and send out the client result letters following the right results process. - To create and send symptomatic surveillance and moderate family history results to clients and to ensure that that the next pending mammogram request is created on the CRIS system. - To record any clients that requires an assessment appointment / TR appointment onto the monitoring spreadsheets.
- To audio/copy type reports and letters as prepared by the Radiologists/Breast Clinicians to inform GPs, Clients and Surgeons of referrals/results. - To process, print and send GP reports on a weekly basis. - To enter notifications received from the BS Select system onto the NBSS system of any clients that have moved away or have died. - To take part in the administration processes for any breast clinical trials that the department is involved in.
- To maintain an accurate filing system. - To maintain client confidentiality at all times in line with Trust Policy and in accordance with NHSBSP guidelines. - To undertake general office duties including the collection and distribution of the departmental post. Communications and Working Relationships: - To work as part of the Breast Imaging Team communicating effectively with all staff members including admin team, radiographic team, breast care nurses, doctors and the symptomatic service.
- To communicate effectively with clients exercising discretion to ensure client confidentiality is maintained in a professional and respectful manner at all times and have a sympathetic and caring approach. - To attend staff meetings. - Communicate effectively with various departments within the Trust. - To make and deal with enquires from other Screening Offices, Hospitals, GP surgeries.
- To be the first point of contact when covering reception to all service users and visitors to Thirlestaine Breast Centre. Mental and Emotional effort: - There is regular exposure to emotional situations either over the telephone or face to face with clients or relatives with regards to sensitive information, including queries and concerns on a daily basis. - Typing reports and letters containing sensitive and detailed information relating to a patients result, on a daily basis. Most Challenging Part of the Job: - Working in a busy, fast paced environment whilst multi-tasking, dealing with an unpredictable workload and dealing with difficult, sensitive and emotional situations in a professional manner.

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