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Administration Assistant

4 months ago

Leigh, United Kingdom Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust Full time

Choose Well - Choose WWL

Job overview

This is an excellent opportunity to join our busy, friendly Dermatology department, within Specialist Services. The role involves general administration duties and engaging with the public and other services users and providers. The candidate will need excellent IT skills and knowledge of Hospital IT systems to fulfil this role, as well as good communication and interpersonal skills, the ability to prioritise and organise their own work load, whilst being flexible and adaptable.

Evidence of qualifications will be requested at interview and during compliance checks. 

Main duties of the job

The role will involve answering the telephone, including calls from the public, General Practitioners and Hospital wards. Inputting and accessing information using the Hospitals computer systems such as HIS, patient centre and using these systems to also make appointments. This can involve relaying messages to the appropriate people. The candidate will work autonomously as well as within a team. Any other admin responsibilities. 

Working for our organisation

Choose Well – Choose WWL

Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

On-Call

Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.

Detailed job description and main responsibilities

Provide administrative support including the use of patient appointment systems. Co-operate with all disciplines when receiving telephone, and all other requests including enquires from patients. Operate relevant Trust IT systems, inputting and maintaining patient information and updating patient records. Assist in establishing and maintaining correct input of data. Maintain patient records to the standards expected by the Directorate/Trust. Monitoring of stationary/clinical stock levels within the department and requesting supplies where appropriate. Be accountable for own actions. Plan and prioritise own workload to meet service demands. Seek advice for those duties/tasks which go beyond prescribed schemes of work. Liaise with referrers, patients and carers, answering queries and arranging appointments. Arranging follow up/recall appointments as/when instructed. Retrieval of case notes where required, prior to patient attendance. Sorting incoming mail, dealing with outgoing mail. Maintain workflow of departmental records and file accordingly. Support the Department and Service as dictated by the Directorate and the Trust. Identify errors in administration and resolve them within a set time frame seeking advice where necessary.

Person specification

Qualifications

Essential criteria

Educated to GCSE (or equivalent)

Experience

Essential criteria

Experience of working in a busy, pressurised environment. Experience of working autonomously and working within a team.

Desirable criteria

Recent experience in a healthcare setting. Working in an outpatient setting.

Skills

Essential criteria

Demonstrate good communication and interpersonal skills Excellent IT skills. Demonstrate self-motivational skills. Ability to prioritise and organise own work load. Demonstrate a good telephone manner. Recognises own limitations and learning needs.

Desirable criteria

Dermatology knowledge.

Knowledge

Essential criteria

Understanding of patient confidentiality. Knowledge of hospital IT systems.

Desirable criteria

Dermatology knowledge

Additional

Essential criteria

Flexibility and adaptability. Good attendance record. Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.