Administrative Support Specialist

3 weeks ago

Huntingdon, Cambridgeshire, United Kingdom North West Anglia NHS Foundation Trust Full time
Position Overview:
An exciting opportunity has emerged for an Administrative Support Specialist within the dynamic Obstetrics and Gynaecology division.

In collaboration with the secretarial team, the primary focus of this role is to execute all designated administrative and secretarial responsibilities essential for the effective operation of the service.

Key Responsibilities:
Provide efficient and comprehensive administrative support within the Obstetrics and Gynaecology Division.
  • Ensure the department operates at the highest standards, consistently exceeding patient expectations.
  • Adhere to established procedures and policies in all tasks.
  • Assist the team in enhancing the necessary skill sets.
  • Contribute significantly to achieving Trust standards for clinic documentation.
  • Maintain accurate e-Track information and communicate it promptly to the Medical Secretary/Senior Medical Secretary.
  • Handle sensitive telephone inquiries from patients, families, and colleagues while ensuring confidentiality.
  • Manage incoming and outgoing correspondence.

We are committed to promoting diversity and inclusivity within our workforce and warmly welcome applications from individuals of all backgrounds, particularly those from disabled, Black, Asian, and Minority Ethnic (BAME) communities.

Employee Benefits:
As part of our dedication to employee support, we offer a variety of benefits, including:
  • Generous annual leave starting at 27 days, increasing to 29 days after five years of service and 33 days after ten years, in addition to national Bank Holidays (pro-rata for part-time staff).
  • Membership in the NHS Pension Scheme.
  • Flexible working arrangements.
  • Enhanced pay rates for unsociable hours, including night shifts and weekends.
  • Opportunities for professional development and training.
  • Wellbeing initiatives to foster a healthy work environment.
  • Access to in-house physiotherapy services.
  • On-site dining facilities offering subsidized meals.
  • Subsidized staff parking.
  • Complimentary bus travel within designated areas.

We strive to cultivate a supportive and inclusive workplace where employees feel valued and empowered to excel in their roles.

Administration – Patient Records:
  • Maintain both paper and electronic records in line with Trust standards.
  • Ensure the accuracy and completeness of data entered into local systems.
  • Provide patients with accurate information using the Medway system under the guidance of the Medical Secretary/Senior Medical Secretary.
  • Perform audio typing of patient information, including letters, discharge summaries, and reports.
  • Utilize hospital systems to generate standard correspondence and transfer information.
  • Ensure that communications regarding clinic/discharge details are appropriately addressed and highlight any necessary follow-up actions.
  • Comply with data protection and confidentiality guidelines.
  • Address any issues constructively, communicating with relevant staff as needed.
  • Access GP tracing databases to keep patient information current.
RTT Pathway:
  • Liaise with external Trusts as necessary for patient care.
  • Ensure the accuracy of data entered into local systems.
  • Perform audio typing of patient information, including letters and reports, utilizing internal software and delegate tasks as required.
  • Ensure appropriate actions are taken regarding clinic/discharge communications and highlight any urgent follow-up needs.
  • Engage in telephone communication with patients to address inquiries.
  • Adhere to data protection and confidentiality guidelines.
  • Assist in the development of relevant guidelines and SOPs as needed.
  • Address any issues constructively, communicating with relevant staff as necessary.
General Administration:
The post-holder will support the efficient operation of relevant areas within the Division, fostering positive relationships with colleagues.
General administrative duties include:
  • Typing, photocopying, and emailing information, including distribution to appropriate recipients.
  • Coordinate leave to ensure adequate service coverage.
  • Provide training and support to new staff.
Resource Management:
  • Participate in mandatory training programs (manual handling, fire safety, health and safety).
  • Maintain skills as outlined in annual appraisals and personal development plans.
  • Engage in departmental training programs to enhance skills.
  • Report any issues regarding equipment and resources to the appropriate personnel.
  • Ensure the safe and effective maintenance of relevant equipment and report faults as necessary.

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