Administrative Support Specialist in Urology Department

3 weeks ago

London, Greater London, United Kingdom Whittington Health NHS Trust Full time

Job Overview

The Whittington Health NHS Trust is seeking a highly organized and detail-oriented Administrative Support Specialist to join our Urology Department. As an integral member of our team, you will provide comprehensive clerical and administrative support to ensure the smooth operation of our Day Treatment Centre.

Main Responsibilities:

  • Provide discreet and sensitive communication services, maintaining confidentiality and respect for patients and staff at all times.
  • Represent the department as key personnel, promoting a professional image and adhering to our high standards.
  • Ensure effective communication with visitors, providing clear directions and assistance as needed.
  • Manage the front desk, responding to queries and ensuring the efficient allocation of resources.
  • Process patient discharges on the Medway hospital IT system, maintaining accurate records and up-to-date information.
  • Answer telephone calls professionally, prioritizing queries and messages, and responding accordingly.
  • Verify patient demographics and update records on Medway, ensuring accuracy and completeness.
  • Produce patient wristbands using Anglia Ice, as required by ward nursing staff.
  • Organize and manage patient records, including filing, collection, and safe storage, utilizing Medway for medical notes.
  • Book post-surgical follow-up appointments, ensuring timely and efficient scheduling.

Working for Us

We value diversity and strive to create an inclusive work environment, where everyone feels welcome and supported. Our commitment to equality and fairness extends to all aspects of our organization, from recruitment to training and development.

Detailed Job Description and Main Responsibilities

  • Respond promptly and professionally to appointment bookings, cancellations, and queries, either in person, via phone, or email.
  • Coordinate patient transport services, adhering to Trust transport policy and ensuring seamless arrangements.
  • Liaise with departmental managers to arrange translation services, as required, for foreign language and/or sign language translation.
  • Allocate appointments efficiently, prioritizing new and follow-up bookings to meet local and national targets.
  • Work closely with Specialty PAs to open available slots and ensure clinics are adequately filled without overbooking.

Perspectives and Skills Required

  • Educated to A-Level standard, with a strong foundation in general administration duties.
  • NVQ Level 3 desirable, demonstrating advanced skills in administration and customer service.
  • Proficient in Microsoft Office applications (Word, Excel) and able to learn new software quickly.
  • Excellent teamwork and communication skills, with a 'can-do' attitude and enthusiasm for delivering results.

Safeguarding Children and Adults

We take safeguarding very seriously, and all staff members are expected to comply with our policies, procedures, and protocols. This includes familiarizing yourself with the London Child Protection Procedures, London Multi-Agency Safeguarding Vulnerable Adults Pan-London Procedures, and local protocols for information sharing. You will also participate in required training and supervision, ensuring you remain up-to-date on best practices.

Estimate Salary Range: £25,000 - £35,000 per annum, depending on experience.

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