Administrative Support Specialist in Healthcare

3 weeks ago

Bath, Bath and North East Somerset, United Kingdom RICE Full time

Overview of the Role

This position offers a dynamic and engaging opportunity for individuals with exceptional organizational and administrative abilities. The role is designed to assist the RICE team, collaborating closely with our clinical professionals and broader staff to facilitate effective administration.

The successful candidate will thrive in a fast-paced environment, demonstrating reliability, flexibility, and a strong capacity to manage diverse tasks. Effective communication with a variety of stakeholders, including patients and supporters, is essential.

Candidates should possess a proven history of strong interpersonal skills, along with the ability to create various communications such as letters and informational materials. Proficiency in MS Office and CRM systems, as well as other IT tools for documentation and data analysis, is required.

A keen attention to detail and a proactive approach are crucial, as each day will present unique challenges requiring prioritization and balance of multiple responsibilities.

We seek a collaborative team member who is thorough and possesses excellent communication skills, coupled with a sharp eye for detail.

Key Responsibilities

1. Administrative Duties

  • Provide comprehensive administrative support to ensure the efficient operation of the RICE Centre, including secretarial assistance to clinical staff and team members.
  • Deliver outstanding customer service, ensuring a welcoming and supportive experience for patients, families, and visitors, whether in person or through digital communication.
  • Manage reception tasks, including greeting visitors and handling incoming communications.
  • Input and manage data, generating reports from various databases, including patient and fundraising records.
  • Maintain a clean and organized reception area.
  • Adapt to the evolving needs of the Centre to ensure seamless operations.
  • Uphold effective communication and confidentiality standards.

2. Patient Documentation

  • Provide medical secretarial services, including typing, filing, and the preparation of correspondence.
  • Ensure that patient information is accurate, timely, and readily accessible.
  • Update patient records as necessary, ensuring accuracy post-appointment.
  • Maintain secure and confidential records for all patients.
  • Conduct annual archiving of patient files in accordance with established protocols.

3. General Support

  • Assist in organizing educational courses and events at RICE.
  • Manage external bookings for meeting spaces, ensuring financial oversight for related invoices.
  • Prepare meeting rooms and assist with audiovisual equipment as needed.

Candidate Profile

Required Experience

  • At least two years of experience in a customer or patient-oriented role.
  • Strong typing and computer skills.
  • Excellent organizational and administrative capabilities.
  • Proficiency in Microsoft Office applications.
  • Familiarity with database or CRM systems.
  • Professional demeanor with the ability to assist patients in various emotional states.
  • Effective time management skills, with the ability to prioritize a diverse workload.
  • Strong verbal and written communication skills.
  • Self-motivated, confident, and proactive.
  • A collaborative team player with a positive attitude.
  • Ability to remain organized and composed under pressure.

Preferred Experience

  • Background in healthcare or non-profit sectors.
  • Understanding of medical terminology.
  • Experience with audio typing.
  • Knowledge of the UK healthcare system, particularly regarding elderly care.
  • Commitment to health and research charities, with experience supporting individuals with dementia and older patients.

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