Senior Administrator

PLEASE REFER TO THE ATTACHED SUPPORTING DOCUMENT THAT IS THE FULL JOB DESCRIPTION Supports the Team Leader in ensuring that the provision of a secretarial service within the relevant clinical specialities is both effective and efficient and utilises all available resource including the secretarial support assistants. PRIMARY DUTIES & AREAS OF RESPONSIBILITY Use initiative in filtering information and be proactive in dealing with routine matters, seeking support from the Team Leader. Assist with any data collection and entry required at service level. Deal with telephone enquiries from patients, relatives, etc, which may be of a sensitive nature, in a constructive and sympathetic manner, referring to the appropriate person where necessary.
To ensure accuracy when administering relevant IT systems. The systems could include EPR and/or other local IT systems. Works in close liaison with the Team Leader and other Senior Administrators and administrative team to assist in the smooth running of the Admin Teams secretarial and administrative service. Works to the SOPs developed to support patient pathways.
Assist in the training of new staff. This may include supervising junior staff during periods of absence of the Team Leader. The job holder will contribute to the effective and efficient running of the service highlight any areas where efficiency can be realised. Such duties at a comparable level of responsibility associated with the work of the post which may vary from time to time.
To support the Senior Management Team with collating and sharing information regarding the service and be a part of decision making for future service development and growth. To contribute to the operational running of the service with an ability to problem solve and work collaboratively with the other Team Leaders. The role will be to support all administration aspects of the patient pathway in line with 2WW cancer pathways and 18-week referral to treatment guidelines using NHS RTT and cancer knowledge. Produce accurate and professional letters for the service, including ensuring all actions as stated in the clinical letter are completed as relevant.
This may involve arranging a follow-up appointment, referring on to another provider or in-house for an investigation or simply informing the referring GP the patient has been discharged. Effectively and timely manage the typing generated by the specialist clinics and ensure all typing is managed within IG guidance and policy. Ensure all appropriate documentation is completed for the discharge process and that notes are scanned onto the Patient Information System (S1), following discharge Liaise closely with clinical staff regarding patient letters, to ensure effectiveness of the service, including histology dictation and matching of reports to patient files Answering telephone calls and taking messages for clinical and management staff and ensuring forwarding in a timely manner. To work as part of a team of staff who respond in a timely and accurate manner to patient notes and queries on the clinical system.
As part of a team you are jointly responsible for the ongoing development and maintenance of safe patient administration management systems by ensuring timely and accurate input of information on the clinical system, following templates and protocols where required You are responsible for ensuring patients receive timely and clear instruction with regard their appointment date and time including direction to the centres and any patient information leaflets as relevant As part of a team you are also responsible for operating appointments via the choose and book system, making appointments at the time of the phone call whenever possible To provide general office duties such as filing, post distribution and photocopying as relevant to your clinic areas and as part of a team of staff providing a general admin function To provide cover during Team Leader absences and other times of pressure on colleagues workload and handover effectively to colleagues before your planned absences ie annual leave To answer the telephone as part of a team of staff, picking up general enquiries in relation to various service areas Ensure patients are registered on System1 and case loading into service To efficiently deal with tasks Registering and booking patients: patient contact, telephone queries, face to face queries. You are responsible for chasing results and linking to patient notes. Ensure reports are scanned onto patient records. Communication To provide excellent customer care.
To greet and speak to patients, visitors, members of the public and staff in a friendly, professional, and courteous manner, in line with the Organisation Values. To answer telephones to a pre-agreed standard, that all enquiries are dealt with in an efficient and courteous manner, including referral to other departments as appropriate. To record any messages clearly and accurately and deliver them promptly. To act in such