Gynaecology Administrator

2 weeks ago


Bristol, United Kingdom North Bristol NHS Trust Full time

To provide admin support for the Gynaecology administration team. The role involves answering telephone calls, booking appointments, scanning documentation, general administration duties and covering reception areas when needed including occasional weekends. You will contribute to the efficient running of the Gynaecology department on a daily basis.

You will be responsible for scanning documentation, assisting with contacting patients regarding appointments, covering reception areas as and when required including occasional weekends and all other general administrative duties. You will also be assisting with maintaining the typing turnaround times.

You will be working alongside the Gynaecology administrative teams including the Colposcopy, Fertility, Waiting List, Reception and General Gynaecology Teams.
1. To maintain patient records ensuring filing is completed in a timely way and notes are available for clinical staff
2. Trace patient's notes to the correct location
3. Support team to arrange outpatient appointments
4. Answering the telephone and dealing with queries from patients and external individuals
5. Printing patient wristbands and address labels as and when needed
6. Maintain personal standards of health, safety and security and understand own responsibilities under the Health and Safety at Work Act
7. Participate in relevant training as identified through individual performance reviews.
8. Participate in holiday absence rota with other members of the admin team including covering inpatient and outpatient reception areas including occasional weekend work
9. To use databases and/or other systems as appropriate to maintain, record and monitor information
10. To act as a contact point, liaising with patients, relatives, medical representatives, GP’s/other hospitals, nursing staff, surgical team and support services
11. Coordinate with other departments for further associated tests which may be required, e.g. hearing tests, special x-rays
12. On behalf of the patient, liaise with other services which they may also require, e.g. transport, sign language, interpreter
13. To receive and monitor appointment cancellations from patients, ensuring any issues are escalated to the secretarial team
14. Ensuring cancelled slots are filled by selecting suitable replacements and contacting patients to come into hospital often at short notice
15. To communicate any amendments/changes to scheduled appointments to all relevant staff
16. To deal with enquiries in a helpful and courteous manner
17. Ensuring that patient confidentiality is maintained at all times
18. To assist the administration team as necessary to ensure tasks are achieved to a high standard and within set deadlines
19. To work flexibly according to the needs of the service
20. To ensure stationery and supplies are monitored regularly and order if needed
21. Propose changes to working practice to improve service delivery and implement where agreed.
22. Such other reasonable duties appropriate to the band as agreed between the post holder and manager from time to time
23. Comply with the data protection Act
24. Adhere to Trust/Directorate/Departmental Policies.



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