Administrative Support Specialist
2 months ago
We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at University Hospitals of Leicester NHS Trust. As a key member of our administrative team, you will provide critical support to our clinical staff and patients, ensuring the smooth operation of our outpatient and day-case services.
Key Responsibilities- Provide exceptional customer service to patients, visitors, and staff, responding to queries and concerns in a polite and friendly manner.
- Ensure the preparation of notes for clinical sessions is carried out efficiently and in a timely manner.
- Book patients in and out of clinics, admit and discharge patients as necessary, and arrange follow-up appointments.
- Enter RTT outcomes onto the Patients Administration System and ensure all test results are available for outpatient clinics.
- Liaise with department managers and staff to ensure all request forms are comprehensively completed.
- Promote a friendly, courteous, and efficient service, including managing delays and cancellations.
- Maintain accurate and up-to-date patient records, ensuring confidentiality and adhering to data protection policies.
- Use the current computerized patient records system for booking appointments and providing labels for patient records.
- Deal with hearing aid battery requests, ordering, and replacements.
- Dispatch case notes and arrange for urgent transportation, if necessary.
- Photocopy whole or partial sets of case notes as requested by other hospitals or requesters.
- Prioritize work to meet deadlines and undertake collating of medical files and filing of case notes.
- Assist in maintaining a comprehensive filing system for all health records stored within the hospital.
- Ensure all health records are booked and tracked in and out of the hospital using the hospital Patient Administration System.
- Assist with statistical returns and arrange patient transportation, as needed.
- Good general education to GCSE level or equivalent, including English Grade C.
- Computer skills, including experience with Microsoft packages.
- Customer service skills and ability to work as part of a team.
- Ability to remain calm under pressure and work accurately with attention to detail.
- Understanding of equality and diversity and ability to maintain confidentiality at all times.
- Ability to work on own initiative, prioritize workload, and demonstrate good time management skills.
- Flexibility to work between 8am and 9pm over a 5-6 day rota, which may progress to 7 days, and cover across localities.
University Hospitals of Leicester NHS Trust is a leading healthcare provider, committed to delivering high-quality patient care and excellent service. Our new strategy, developed with the support of colleagues, patients, and partners, is our compass for the next seven years. We have four primary goals: high-quality care for all, being a great place to work, partnerships for impact, and research and education excellence. We will embed health equality in all we do, taking active steps to reduce avoidable differences in healthcare.
We are proud of our values: compassion, pride, inclusivity, and being one team. This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
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