Administration Assistant

An exciting opportunity has arisen for a dynamic and enthusiastic Administration Assistant to join our team of administration staff in Warwick Emergency Department, providing support to patients, clinicians, nurses, and managers.

As an A&E administrator you will be the first port of contact for patients. You will answer their queries and help solve any issues they may have encountered. The role involves a lot of computer work as you will be expected to book in patients who self-present or who arrive by ambulance, admitting them to specialist wards, obtaining notes, photocopying and sending patient information to General Practitioners.

To provide a comprehensive, efficient and responsive administrative and clerical support to the Emergency Department of South Warwickshire NHS Foundation Trust (SWFT).

To provide support to patients, medical staff, nursing staff and the management process, maintaining an effective customer focused service and to work closely with colleagues within the team. To provide a seamless service between patient arrival and discharge. The role is multi-facetted and as a priority provides real-time computer entries on various systems, including admission, discharge, transfer, clinical coding and ambulance services.

The post holder will cover reception, ward clerk and clinical coding flexibly to meet the needs of the service. There may also be cross-site working to cover the needs of the service if required.

Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.

Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Reception and Ward Clerk Duties

First contact with members of the public entering the department via reception.

Using VDU for the computerised booking of all patients requiring treatment in ED, ensuring all personal information is obtained and accurate.

To make appointments and referrals on behalf of ED when needed.

To input all relevant data to outcome all patient attendances.

Maintain the filing and scanning systems relating to the ED Casualty Cards and other clerical duties.

Ensure admissions and discharges are entered onto Lorenzo in real-time.

Maintaining and updating information required on Digit where necessary.

Facilitate good communication between all members of the team and other staff within the Trust and outside the Trust, including police, ambulance staff, GPs and CCG.

Implement manual process for computer down time.

Follow the correct procedure for overseas patients, completing all relevant forms.

Maintain in-patient Lorenzo system for the ED Observation Unit.

Assist with filing in the Observations Unit if required.

Answering telephone queries in a polite and efficient manner.

Booking ambulance crews clear in a timely manner using CAD online system.

Chase up diagnostics and results with relevant departments.

Maintain filing and scanning systems relating to casualty cards and other clerical duties.

Bleep porters, domestics, medical staff as required.

Book ambulances and transport as required.

To actively participate in the collection of data for I Want Great Care - obtaining patient/relative feedback on a shift basis to ensure that their views are included within the development of the service.

Supporting the Emergency Department staff as needed.

To liaise directly with other units/departments to give or obtain information, including the reporting of maintenance or supply problems.

To participate in the planning towards changes in work methods including team working and to work within new systems once agreed.

Administration and Coding

To ensure that clinical information is coded accurately and entered onto Lorenzo in line with Trust policy.

To input ED data accurately and to provide robust and safe data storage systems.

To review and analyse data and identify errors where appropriate to resolve queries.

Response to requests for data reports from both within the department and other managers and to communicate effectively with all disciplines of staff.

Communication

Communicate at all times in a polite professional and courteous manner, maintaining confidentiality at all times.