Administrative and Clerical Assistant

As a team we are dedicated to providing excellence from all aspects of service provision. You will need to be an excellent communicator and embrace teamwork on a daily basis.

If you have experience within administration and clerical work and are looking for variety in your working week we would love to hear from you.

**Role Purpose**:
To carry out reception and administration duties in a manner that supports departmental targets and ensures compliance with standard operating procedures.

The post holder may be required to rotate through other wards and departments as required to support Trust business and patient care.

Kettering General Hospital NHS Foundation Trust is one of the largest employers in the area and we are on an exciting journey. Our mission is to provide safe, compassionate, and clinically excellent patient care, by being an outstanding employer for our people. We have entered into a Group Model with neighbouring Northampton General Hospital and have become University Hospitals of Northamptonshire.

**Our Excellence Values**:
Compassion

Respect

Integrity

Courageous

Accountable

**Key roles and responsibilities are as follows**:
Communication
- To receive patients and visitors to the respective area in a professional and friendly manner.
- To receive telephone calls from patients and their relatives and to take appropriate action and management of enquiries.
- Liaise with patients making follow-up out-patient appointments, giving concise instructions regarding clinic details.
- To co-ordinate, book and confirm with patients and relevant staff the Haematology, Oncology and Chemotherapy clinic appointments.
- To cancel and reschedule clinic appointments where short notice is given, making telephone contact with patients where necessary.
- Receive, sort and distribute goods and post delivered to the ward/department.
- Co-ordinating and booking interpreters for outpatient appointments liaising with staff, service users and the Interpreter office.

Quality and Service Improvement
- Obtain personal and confidential information from patients or their representatives and accurately record this onto relevant manual and/or electronic systems.
- Follow laid down procedures regarding registration and amendment of patients’ personal data.
- Follow protocol and procedure with regards to registration and amendment to patients’ personal data.
- Follow protocol and procedure with regards to the distribution of appointment requests.
- Liaise with medical secretaries, medical staff, pharmacy staff, nurses, and medical records staff here at KGH and other NHS care providers making follow-up out-patient appointments as required, giving concise instructions and adhering to specified clinic templates and guidelines.
- Accurately record patient attendance and discharge from clinic in the Centenary Wing where the patient is attending an outpatient appointment, receiving treatment and/or in-patient, out-patient and waiting list data.
- Code all treatment out-patient episodes on Medway, or any successor(s), following appointments.
- Ensure that all hospital records are tracked and booked using the Trust’s Medway computer system.
- Deal with amendments/cancellations, re-scheduling of follow up out-patient appointments on instruction and as directed.
- Receive and process requests for out-patient appointments from authorised persons; to check computerised index system and amend/update this system appropriately ensuring accuracy at all times.
- Locate and prepare patient notes in advance of out-patient clinics and scheduled attendance for treatment, to include insertion of history sheets, date stamping these, obtaining and accurately filing investigative reports, referral letters and other correspondence and to produce accurate patient identification labels.
- Ensure that all patient data items are recorded and up dated as instructed by members of the team.
- Operate the office and computing equipment, keeping this in good order and reporting any faults to appropriate members of staff.
- Provide efficient and effective administrative support.
- Provide daily data entry and coding support in relation to patient treatments and unit activity.
- Ensure the units’ electronic diaries and scheduling systems collate.
- Responding in a timely manner to any request from medical records staff with regards to the location of patient notes and ensuring that they have arrived within the requested timeframe and within the interests of service provision.
- Maintaining and ordering supplies of stationery and other office equipment as directed (ordering via Senior A&C team member).
- Provide administration and clerical support for nurse led clinics within the unit as instructed.
- Provide flexible administration and clerical cover throughout the unit areas.
- The post holder will ensure the proper use of the Trust’s resources such as stationery, telephone usage, photocopying and other consumables in the course of business, e