Administration Assistant

4 weeks ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trusts Full time

Job summary

This is an exciting opportunity to join the Haematology Administration team at city campus

We are looking to recruit an enthusiastic and self-motivated individual.

Main duties of the job

As Haematology Administration Assistant your role will be to support our teams to ensure that a comprehensive administrative and clerical service is delivered within Haematology Services, providing excellent service to both our staff and our patients.

You will require strong communication skills as this role entails liaising with a wide range of individuals including patients, members of the public, managers, and clinical staff.

This post will require you to work as part of a team at City campus, in a very busy and fast paced environment and to undertake the day to day administration duties , provision of reception service, general administration and creation of patient letters.

It is expected that you will have strong IT skills and be confident in undertaking a range of computer based activities.

This is an excellent opportunity for a person with sound communication, interpersonal and organisational skills.

About us

In addition to the below summary you need to familiarize yourself with full Job Description and Person Specification documents attached to this advert.

Accurately amend and send outpatient clinic letters and miscellaneous clinical correspondence to a high standard with specified timescales.

Use judgement and initiative to prioritise the importance/urgency of particular requests within defined guidelines.

Ability to exchange sensitive or contentious information with diplomacy and in a confidential manner.

Liaising with Medical Typist and PA's re. Appointments and necessary important clinical information to ensure patients are seen on their pathway without delay.

To undertake other specialty specific duties in accordance with Trust policies and procedures to facilitate the patient pathway

Ensure RTT patient data quality is accurate at all times

Adapt a flexible attitude to meet the needs of the service, taking into consideration each department's unique specialty and the subsequent requirements of such specialist services.

Provide cover for reception colleagues during times of sickness and annual leave.

Promote an open friendly working environment

Adhere to Trust policies and procedures relevant to your position.

Participate in a Personal Development Plan.

Job description

Job responsibilities

Responsible for all aspects of secretarial and administrative support provided to the Medical Typists, PA's and Outpatient Team.

Deal with incoming/outgoing mail in shared email inboxes.

Support in the production of key documentation ensuring it is delivered on time and to the correct audience.

To assist in the maintenance of files and information maintaining confidentiality at all times.

Ensuring the timely availability of information for the effective planning and scheduling of activity.

Support to implement and maintain systems and processes to support the Haematology admin team and use robust organisational procedures to develop a flexible and adaptable centralised administration support

Organise and plan workload to ensure the integrity and timeliness of management data, and to help ensure deadlines are met.

Provide training on own areas of work to new members of staff and end users as required.

Under supervision, have the ability to navigate hospital information systems, Medway PAS, NotIS etc, in order to obtain information on outpatient appointments, and access and obtain test results

Communication

To communicate information effectively across all media channels and facilitate collaborative working with multi-disciplinary team colleagues internally and externally

To respond promptly and appropriately to enquiries and requests for information and advice made either in person, by correspondence or over the telephone.

To deal with a range of queries in the absence of management team ensuring matters are assigned to relevant members of staff.

Support admin and Outpatient teams in the management of shared email inboxes and respond to queries appropriately

Dealing with patient and colleague queries via phone, email and in person, booking and amending patient appointments as required

Ensure that appraisal and mandatory training information is kept up to date and flag any non-compliance to the relevant manager.

Liaising with outpatient administrators re. appointments and necessary important clinical information to ensure patients are seen on their pathway without delay

Personal / Professional

To have appropriate knowledge and understanding of Trust policies and demonstrate a professional manner and confident approach at all times.

To take responsibility for the completion and delivery of work to a high standard within the allocated timescales.

To maintain confidence and composure in difficult or stressful situations.

Be able to work independently and manage own workload to make effective use of time and resources and working to local and national standards

Work flexibly and at any location as required

Undertake other duties commensurate to the grade as required

Person Specification

Training & Qualifications

Essential

A to C grade GCSE's or equivalent including English and Maths ICT Qualification

Desirable

Competent at using hospital computer systems

Experience

Essential

Recent experience in an administration / clerical role. Experience in using Microsoft Word, Excel, Outlook

Desirable

Previous experience in similar role in the NHS/ healthcare setting Reception experience

Communication & Relationships

Essential

Must be able to clearly and accurately convey information Ability to work within a team Proactive outlook Friendly and approachable Good telephone manner

Analytical and Judgement skills

Essential

Able to use judgement to make decisions in order to solve problems / enquiries Work with standard procedures Uses own initiative and recognises own limitations and when to escalate issues

Planning and organisation skills

Essential

Ability to cope in a busy office environment Follow instructions accurately Calm and well organised Excellent time management skills Able to adapt quickly to change

Physical skills

Essential

Ability to work for long periods at a computer. Ability to be flexible with hours as service demands

Other requirements specific to the role

Essential

Able to work cross campus as required

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