Admin Assistant Wolverhampton, England
Job description
FIXED TERM-HIGLY LIKELY TO BECOME PERMANENT. Using own initiative on a daily basis and working with minimum supervision, you will be required to attend two busy outpatient reception windows providing a meet and greet reception service for inpatients arriving for diagnostics and outpatients attending diagnostic clinics. You will ensure clinics are fully booked, handling and processing electronic referrals for patients, generating appointments and appointment letters. You will ensure appropriate waiting time standards are met in conjunction with the Cardiac Investigations Manager and Business Manager. You will ensure results from clinic are scanned into portal in a timely manner, collate referrals and patient notes for clinic, process incoming and outgoing mail, update PAS in a timely manner and ensure clinics are cashed up. You will be responsible for the supervision of new starters or staff covering the department. You will also be responsible for the delivery of the reception, appointments, and clinic prep workload in the absence of the Senior Administrative Assistant.
To provide a reception service for outpatients and inpatients, ensuring that the service given is efficient, timely and welcoming, maintaining confidentiality at all times.
To act up in the absence of the Senior Administrative Assistant, covering the duties outlined in their job description.
To undertake filing and administrative tasks as required.
To accurately input and update patient related information on attendance onto the computerised PAS system. Including the capturing and update of patient demographics at each visit.
To resolve informal complaints or concerns raised by patients at the desk or over the phone.
To deliver correspondence to various departments within the trust as required. To ensure post (results/appointment letters) are delivered appropriately and timely, in accordance with Information Governance Standards and Confidentiality procedures.
To maintain adequate administrative stationery stock in conjunction with co-workers.
To supervise new staff or staff rostered to cross cover from other areas.
Using own initiative to arrange appropriate transfers for patients, routinely (e.g. Taxi’s and Porters) as required.
To deal with incoming calls and where necessary proactively handle bleep responses for doctors and technicians whilst in clinic.
To ensure all reports are available on clinical web portal in a timely manner and to escalate delays or technical issues to the Cardiac Business Manager.
The Royal Wolverhampton NHS Trust is one of the largest NHS trusts in the West Midlands providing primary, acute and community services and we are incredibly proud of the diversity of both our staff and the communities we serve. We are building a workforce that can help us to fulfil our values, improve the quality of care for patients, and solve the health care problems of tomorrow. We’re passionate about the value that diversity of thinking and lived experience brings in enabling us to become a learning organisation and leader in delivering compassionate care for our patients.
We are delighted that we have been rated as “Good” by CQC. We have achieved numerous awards; The Nursing Times Best Diversity and Inclusion Practice and Best UK Employer of the Year for Nursing Staff in 2020.
The Trust is a supportive working environment committed to creating flexible working arrangements that suit your needs and as such will consider all requests from applicants who wish to work flexibly.
To participate in the Group’s Appraisal system and to attend training courses deemed appropriate by Line Manager and/or Business Manager
To ensure notes are tracked on PAS and collected/delivered safely.
To maintain health and safety legislation with regard to working practices.
To ensure the Private Patient Co-ordinator is informed timely of PP patients attending clinic.
To handle all incoming referrals via post and electronic systems to ensure timely process and booking of appointments, observing given waiting time standards for the department.
Organise and book appropriate interpreters where requested by patients attending diagnostic outpatient appointments.
Ensure adequate security of patient information is in place to protect patient data on and around the reception area.
Ensures patient satisfaction surveys are handed to patients attending clinic as required.
Collect completed forms for return to Clinical coding.
To ensure the reception area and waiting area are adequately managed in conjunction with health and safety legislation and clinical leaflets are readily available.
To support the implementation of change in administrative policies and operational practice.
Ensure clinics are cashed up accurately in a timely manner.
Escalate clinically urgent matters to the relevant technician in a timely manner e.g. patient falling unwell in reception(it is not unusual for patient’s pacemakers to spike in clinic, which can be alarming to observe)
Print clinic lists for technicians on a daily basis to ensure clinics run timely and effectively.
To sign for an accept deliveries for the building, ensuring parcels are passed on in a timely manner.
To collect and collate activity/statistical information e.g. number of patients attending a specific
clinic, as requested by the Cardiac Investigation Manager or Business Manager.
