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Job description

To work as part of a large multi-disciplinary team providing administrative support to all functions of the Women’s services, ensuring that all duties are carried out to a high professional standard whilst delivering a friendly, patient-centred service.

The post holder will be required to undertake a range of tasks within the department including effective appointment booking, accurate data input on the relevant clinical system, supporting diary management, processing of referrals, uploading, processing of clinical information.

• To manage a wide range of clinics in line with agreed clinic profiles, reducing over-booking and ensuring that patient numbers are adjusted to clinician availability.
• Record outpatient outcomes updating Referral to Treatment (RTT) status, and where appropriate, outpatient procedure coding promptly for every patient.
• To book and reschedule appointments as required including the booking of appointments for diagnostic purposes in liaison with the appropriate departments, the booking centre and the call centre.
• Ensure follow up appointments are booked according to agreed Key Performance Indicators and in line with treatment protocols.
• Ensure all appointment cancellations and alterations are correctly recorded and highlight any issues identified with appointment bookings to clinicians working in accordance with the Trust’s Access Policy.
• Ensure all clinics are ‘cashed’ accurately and promptly on electronic administration systems within agreed Key Performance Indicator standards.
• Track all patient Health Records appropriately to the relevant service, using the electronic case note tracking system.
• Ensure patient information is obtained and recorded on Trust electronic systems and that this is checked regularly and updated both electronically and in the patient’s health record, as evidenced through data quality audits.

London North West University Healthcare NHS Trust (LNWH) cares for the people of Brent, Ealing, Harrow and beyond.

Our team of more than 8,200 clinical and support staff serve a diverse population of almost one million people.

We run major acute services at:

• Northwick Park Hospital: home to one of the busiest emergency departments (A&E) in the country. The hospital provides a full range of services including the country’s top-rated hyper-acute stroke unit and one of only three hyper-acute rehabilitation units in the UK
• St Mark’s Hospital: an internationally renowned specialist centre for bowel disease
• Ealing Hospital: a busy district general hospital providing a range of clinical services, as well as 24/7 emergency department and urgent care centre, and specialist care at Meadow House Hospice
• Central Middlesex Hospital: our planned care site, hosting a range of surgical and outpatient services and collocated with an urgent care centre.
• Daily management of own workload, seeking clarification from Team Leader as required.
• To undertake any other administrative duties which are appropriate for the banding, as requested by senior staff.
• Participate in a rota system to provide cross-cover for other members of staff within the team to ensure consistent and effective service is maintained during periods of annual leave/sickness.
• To be familiar and comply with Trust and departmental policies, procedures, protocols and guidelines.
• To act as a responsible team member, reporting/solving problems as they arise.
• To meet Trust requirements for statutory and mandatory training.
• To contribute to the control of risk and report identified issues immediately, using the Trust Incident reporting system for any incident, accident or near miss involving patients, service users, carers, staff, contractors or members of the public.
• To adhere to all Trust policies relating to Information Governance and patient confidentiality,
• Implementing measures to safeguard information within everyday working practise.