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Administrative Support Officer
2 months ago
Position Overview
As an integral member of the clinical team, the Administrative Support Officer plays a crucial role in ensuring the smooth operation of the ward. This position is designed to deliver essential administrative assistance to the healthcare professionals and serve as a primary point of contact for patients, families, and visitors.
Key Responsibilities
The responsibilities of this role encompass, but are not limited to:
- Welcoming patients and visitors to the ward.
- Entering patient admission, attendance, transfer, and discharge information into the relevant patient administration systems, ensuring accuracy and timely updates of patient and GP details.
- Coordinating follow-up appointments and other necessary patient engagements.
- Providing administrative support for ward-based clinics as required.
- Handling telephone inquiries and relaying messages appropriately.
- Sorting incoming correspondence and preparing outgoing mail for dispatch.
- Compiling patient admission documentation as necessary.
- Maintaining temporary paper records during patient admissions, ensuring proper barcoding for integration into the Electronic Clinical Document Management System (ECDMS).
- Overseeing the ward bed board until the electronic observation system is fully operational.
- Managing the ward staff board and information board.
- Liaising with the staffing bank regarding nursing and healthcare assistant cover as directed by the nurse in charge.
- Completing elements of the ward checklist as required (e.g., VTE completion).
- Ensuring that paper laboratory results are accessible to clinical teams for verification.
- Delivering investigation requests to the appropriate hospital departments.
- Photocopying documents as needed.
- Maintaining adequate levels of ward supplies and stationery, utilizing CARDEA as necessary.
- Requesting repairs as needed.
- Potentially serving as the Information Asset Administrator or Information Asset Owner to support the management of information assets within the department.
- Providing coverage during the absence of colleagues.
- Assisting in data management for clinical governance purposes.
Qualifications and Experience
Essential:
- NVQ Level 2 or equivalent administrative experience.
- Administrative experience equivalent to the banding of the post.
- Proficient in IT skills.
Special Skills and Knowledge
Essential:
- Excellent verbal communication skills, both in person and over the phone.
- Able to manage complex situations while providing support to clinical staff, patients, and their families.
- Acting as the first point of contact for the ward, offering support and directing queries and clinical updates to relatives.
- Strong organizational and filing skills.
- Capable of performing and completing auditory tasks.
- Collaborating effectively as part of a team to enhance standards.
- Assisting the Ward Management team with sensitive and complex requirements that necessitate a high level of professionalism and discretion.
Desirable:
- Prior experience as a Ward Clerk in a busy acute care environment.
We encourage applications from individuals of diverse backgrounds, including those who are disabled and from Black, Asian, and Minority Ethnic (BAME) communities, as these groups are currently under-represented in our workforce.
