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Healthcare Administrative Assistant

1 month ago

London, Greater London, United Kingdom Lewisham and Greenwich NHS Trust Full time

Job Summary


We are seeking a highly organized and detail-oriented individual to join our team as a Healthcare Administrative Assistant. In this role, you will provide administrative support to the ward team, ensuring the smooth day-to-day operation of the department.



Main Responsibilities

• First point of contact for patients, their friends and families, ensuring messages are passed on appropriately and in a timely manner.


• Register patient details on Cerner, maintaining a high level of data accuracy.


• Admit and discharge patients on Cerner and EPRS.


• Deal with written and telephone enquiries for the wards as appropriate.


• Book follow-up appointments as required.


• Participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, and scanning.


• Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries.


• Provide cover for colleagues during annual leave, sickness, and busy periods, which may require working on different sites/wards.


• Develop working relationships across the trust with consultants and their teams, including medical secretaries, specialty, and general managers.


• Update the white board as per requirements.


• Assist nursing staff with ensuring correct wrist bands are available in EPRS.


• Get the Family and Friends Test completed when a patient is discharged.


• Take/collect TTAs to Pharmacy when the pharmacist is unable to come to the ward.



Working for Our Organisation

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best, and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivating a culture of engagement.



Detailed Job Description and Main Responsibilities

• To assist the Ward Sister/Charge Nurse with general ward administration/clerical duties to ensure the smooth running of the ward as required.


• Reception Area


• First point of contact for patients, their friends and families, ensuring messages are passed on appropriately and in a timely manner.


• Deal with patients in a mature manner when speaking to them on the phone and face-to-face.


• Register patient details on Cerner, ensuring a high level of data accuracy.


• Admit and discharge patients on Cerner and EPRS.


• Deal with written and telephone enquiries for the wards as appropriate.


• Book follow-up appointments as required.


• Participate in administration duties such as the answer phone, cancellation e-mails, post, date stamping, photocopying, and scanning.


• Booking of hospital transport for patients according to the hospital Transport Policy. Liaise with the Transport team with enquiries.


• Provide cover for colleagues during annual leave, sickness, and busy periods, which may require working on different sites/wards.


• Be fully competent in the features of the hospital computer system and undergo further training when systems are updated and as the job requires.


• Attend additional training as required and assist new staff with training.


• On occasion, manage potentially aggressive, verbally abusive visitors to the ward, following agreed procedures and protocol.


• Refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.


• Direct commercial and other visitors to the right department, ensuring that the relevant people are notified.


• Keep up-to-date records of staff and visitors' movement in and out of the ward, in line with Health & Safety procedures.


• Manage the tidiness and appearance of the reception.


• Highlight any referrals that require urgent attention and deal with them promptly.


• Develop working relationships across the trust with consultants and their teams, including medical secretaries, specialty, and general managers.


• Check all medical records in the morning, ensuring all loose pages are filed correctly.


• Update the white board as per requirements.


• Assist nursing staff with ensuring correct wrist bands are available in EPRS.


• Get the Family and Friends Test completed when a patient is discharged.


• Take/collect TTAs to Pharmacy when the pharmacist is unable to come to the ward.



Person Specification

Essential Criteria




  • A good standard of education, including NVQ 2 plus additional experience equating to NVQ 3.
  • GCSE English Language or equivalent.
  • Clear handwriting and spelling.
  • Numerate.


Desirable Criteria




  • NVQ Business Administration - Level II or equivalent.
  • RSA II.
  • Certificate in Office.
  • ICare Trained.


Experience



Essential Criteria




  • Previous experience of working in a busy environment.
  • Previous experience in an admin role.


Desirable Criteria




  • Previous experience of working in a busy environment in a healthcare setting.
  • Experience on the ICare System and Electronic Discharge Summaries System.
  • Previous experience of minute-taking.


Skills and Abilities



Essential Criteria




  • Basic computer literacy (Word, Excel, PowerPoint).
  • Good organisational and administration skills.
  • Good customer care skills.
  • Effective communication skills.


Desirable Criteria




  • Ability to prioritise a busy workload.


Knowledge



Essential Criteria




  • Basic understanding of practical Data Protection issues.
  • Knowledge of child and adult protection issues.


Personal Qualities



Essential Criteria




  • Able to work well within a team.
  • Able to work to tight deadlines and within available resources.
  • Able to work outside normal working hours on occasion if necessary to meet the needs of the department.
  • Able to work on any hospital site.