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Admin Assistant

4 months ago

Loughborough, United Kingdom University Hospitals of Leicester NHS Trust Full time

Job summary

Time for a change?

Looking for a rewarding career? Then come and be part of our team.

University Hospitals of Leicester (UHL) has Community Hospitals across Leicestershire, with the desire to provide an excellent standard of patient centred care.

In addition to having effective interpersonal skills, you will be adept at both working as part of a team and able to act on your own initiative. You will also be an effective communicator with excellent organisational skills.

You will become part of a talented, passionate team of people, and will enjoy one of the most competitive and flexible benefits packages offered by any employer in the UK. On top of your basic salary, you will receive at least 27 days' holiday each year, plus a range of other benefits including occupational health and counselling services.

As a Admin Assistant it will be your responsibility to ensure that your behaviours and values reflect those of UHL.

The post holder will need to be flexible as they may be required to undertake cross site working to meet the needs of the service.

At present hours are worked over a 5 day working week. Normal working hours for the department are between 8am and 5pm; however, flexibility will be required to work between the hours of am to 6pm on certain days

Main duties of the job

Working within the Admin Team predominantly providing clerical and administrative support to the Outpatient/Day Case and Endoscopy Service.

To promote an effective and efficient administration service including reception, records, preparation of sessions and to work as part of a team providing a high quality service to clinical staff and patients.

To ensure the highest standards for patient experience and quality are maintained.

UHL staff Department Heads and Senior Managers Visiting Clinicians Relevant external Organisations GP surgeries, Ambulance Services Patients and relatives, members of the public Other NHS Trust staff

About us

Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).

We have four primary goals:

high-quality care for all, being a great place to work, partnerships for impact, and research and education excellence

And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.

Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:

we are compassionate, we are proud, we are inclusive, and we are one team

This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.

About the University Hospitals of Leicester NHS Trust:

Job description

Job responsibilities

Provide cover on reception receiving and directing patients, visitors and staff in courteous manner. To direct and redirect patients and calls in a polite friendly manner and deal with patients queries. To ensure preparation of notes for clinical sessions are carried out in an efficient and timely manner. To book patients in and out of clinics for the outpatient department. To admit and discharge patients attending day-case when necessary. To book follow up appointments for patients as and when necessary. Ensure that all RTT outcomes are completed and entered onto the Patients Administration System at the end of the session. To ensure that all test results are available for outpatient clinics as requested. To liaise with the department manager and outpatient staff to ensure all request forms are comprehensively completed. To liaise with other hospitals and department to obtain case notes and results of investigations as required. To promote a friendly, courteous and efficient service, including delays in clinic times and cancellations. To ensure all case notes and patient records are maintained in a good condition thus preventing the loss or misplacement of vital patient information. To use the current computerised patient records system for booking appointments and providing labels for patients records. To deal with hearing aid battery requests ordering, replacements etc. Ensure case notes requested are dispatched on time, and where necessary, arrange for urgent transportation, obtaining authorisation if required. Photocopy whole or partial sets of case notes as requested by other hospitals or requesters. To prioritise work in order to meet deadlines. To undertake collating of medical files and filing of case notes that are returned, ensuring that the filing of paperwork is maintained for accurate record keeping To assist in maintaining a comprehensive filing system for all health records stored within the hospital. To ensure all health records are booked and tracked in and out of the hospital using the hospital Patient Administration System updating and amending when necessary. To assist with any preparation of statistical returns as and when requested. To arrange patient transpor Person Specification

Training & qualifications

Essential

Good General Education to GCSE level or equivalent including English Grade C

Desirable

ECDL or equivalent

Knowledge and Experience

Essential

Computer skills including experience is using Microsoft packages Customer Service Skills

Desirable

Knowledge of Hospital systems and booking procedures Previous experience in working within a health care setting Experience of working with the general public on a face to face basis and over the telephone

Communication

Essential

Strong written and oral communication skills Ability to work as part of a Team Ability to remain calm under pressure

Analytical and Judgement skills

Essential

Demonstrate ability to work accurately and pay attention to detail Ability to demonstrate an understanding of and maintain confidentiality at all times Understanding of equality and diversity

Planning and organisation skills

Essential

Ability to work on own initiative but within procedural guidelines Ability to prioritise workload Demonstrate good time management skills

Flexibility

Essential

Ability to be flexible to work between the hours of and 9pm over a 5-6 day rota which may progress to 7 days and to cover across localities

Desirable

Car owner/driver or suitable alternative means of transportation