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Weight Management Administration and Clerical
6 days ago
The post-holder will provide an efficient, confidential and professional administration & clerical service to the specialty team. This will include secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of an Administrative Support Team will report to the Specialist Weight Management Admin Co-ordinator.
The post holder will work under the guidance of the Specialist Weight Management Admin Co-ordinator, Discipline Leads, Assistant General Manager and Service Lead:
- Delivering a consistent and effective administration and clerical support
- Demonstrating effective time management and workload prioritisation
- Has a comprehensive understanding of hospital patient systems (e.g. P2P, Trak & Infoflex)
- The post holder has no budgetary responsibility but will be expected to work within existing budgets
- Effectively supports delivery of administrative targets based on Department and Trust objectives and standards
- Enables effective records management
- Follows Department and Trust administrative policies and procedures and supports other clerical staff to do so
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
Knowledge, Skills, Experience and Aptitude Required
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- Proficient Keyboard skills with IT experience of Microsoft Office packages
- Knowledge of general office duties or business administration systems
- Good communication and interpersonal skills with a good command and understanding of English, punctuation and grammar
- Ability to work flexibly within a team and work under instruction
- Ability to work quickly and accurately
Key Result Areas
Whilst the organisation and structure within specialities/divisions may vary, the specific remit of this role will include:
Administration
- Undertaking typing tasks as requested by the SWMS Co-ordinator and clinicians
- Filing letters and reports into patient medical notes within the department (or this may be required to be done directly at Health Records).
- Managing the mail for the services by opening and sorting incoming post, filling envelopes and sending out correspondence both internally and externally
- Request and return patient notes on behalf of the department, including using the electronically tracer system
- Clerical tasks as required i.e., photocopying, answering the telephone etc to support team members and clinicians
- Comprehensive use of in-house patient administration systems to check information on patients, outpatient appointments etc.
- Responsible for chasing queries where patient contact details are incorrect
- Undertaking collation tasks when required, such as photocopying and distributing meeting paperwork etc
- Undertake work when requested by the SWMS Co-ordinator and clinicians as well as prioritising workload appropriately
- Communicate inter-departmentally with all levels of staff, MDT functions, GPs, patients and their carers
- Undertake any other appropriate duties, commensurate with the role as required at the request of the SWMS Co-ordinator, head of service, other A&C colleagues and clinicians.
Speciality Specific Support
- Maintaining the filing system of patient records for the service
- Being the main point of contact for visitors to the department
- Logging referrals, booking new and follow-up appointments
- The post holder is authorised for requisitioning and receipting for Smartstream (P2P)
- To attend department meetings and all meetings of relevance to the role
Team-working
- To work as part of an Administrative Support Team, working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
- At the request of the SWMS Co-ordinator, you may be required to cover Admin colleagues during absences i.e. annual leave and sick leave
- Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager
General
- Fully participate in the Trust’s appraisal system and personal development planning
- Undertake training as necessary, in line with the development of the post and as agreed with the Band 4 Specialist Weight Management Admin Co-ordinator, as part of the personal developmen
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