administrative assistant Peterborough, England

NHS

Full Time Peterborough, England 22383 - 12.04 GBP ANNUAL Today

Job description

Assisting in the provision of an efficient and responsive service required in supporting Consultants and their medical team to ensure the service is receptive to the needs of the patient and responsive to Trust requirements.
To provide a non-clinical support service to the Cardiology team
To provide an audio typing and administration support service within a department.
To perform all allocated secretarial and administration tasks required to meet the needs of the service.
To perform all allocated clerical and administrative tasks required to meet the needs of the service.
To undergo training as necessary to meet the needs of new developments within the service.
Managing individual workload in order to meet project deadlines assigned to the post holder.
The ability to demonstrate initiative and tact and to maintain confidentiality is essential at all times.
To undertake tasks set by the Senior Medical Secretary
Utilising Microsoft Office packages including Excel (Spreadsheets), Word, Access (Databases), Publisher, PowerPoint and Outlook to provide an efficient service for the department when required.
Support the smooth running of the department in relation to non-clinical work.
Respond to enquiries from within the organisation and external partners ensuring good communication and appropriate response in a timely manner.
To become conversant with the electronic rostering and electronic staff record programmes.
Knowledge of the administrative work within the speciality enabling appropriate support with workloads.
Demonstrate initiative and tact, ensuring confidentiality is maintained at all times.

We are committed to ensure a work-life balance to all our staff by offering full time and part time roles, flexible working hours on a shift pattern to fit around your family life.
We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates form our local communities.
Benefits to you

27 days annual leave for new starters, rising to 29 days after five years of service and 33 days after 10 years of service, plus 8 Bank Holidays (pro-rata for part time staff);
NHS Pension Scheme:
Flexible working opportunities;
Increased hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
Career development and training;
Wellbeing support and activities;
In-house physiotherapy Service;
On-site canteens with subsidised meals;
Subsidised staff parking (currently free).
Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough

Key Duties:

Audio typing of clinic letter and administrative correspondence.
Updating comments on e-Track and Waiting List according to letter contents.
Filing of patient results and correspondence.
Preparation of documents for clinics.
Dealing with telephone enquiries.

Operational and Administration Processes

Administration – Patient Records & Information:

Administration - Patient Records. The post-holder is required to maintain both paper and computerised records in accordance with Trust standards.
Ensure patient casenotes are tracked to the appropriate areas, using the Patient Administration System (PAS).
Requesting documents from other hospital sites as required.
Ensure that data entered onto any local systems is complete and accurate.
Preparation of documentation for clinics and relevant meetings. Assist in finding missing documents if necessary.
Audio typing of patient information, including the typing of letters, discharge summaries and reports, utilising Epro.
Ensure any information detailed in clinic / discharge communications have been actioned appropriately and highlight to relevant department, e.g. booking of follow up appointments.
Filing of information within patient casenotes, including correspondence and investigation reports and results.
Work within guidelines relating to data protection and confidentiality.
Deal with any problems in a constructive manner, communicating with relevant staff as necessary.

Administration – General:
The post-holder will help to facilitate the smooth running of relevant areas of the Service Unit by completing general administrative duties, as required, to include:

Typing, photocopying and faxing of information, including distribution of copies to appropriate destinations.
Accurate filing of information.
Timely distribution of letters and information, both for Trust and external post.
Opening of post and appropriate distribution of correspondence.

Resource Management:
The post-holder will take an active role in identifying resource issues and maintaining equipment:

To be aware of issues or concerns regarding the use of equipment and resource and notify relevant person.
To be responsible for the safe and effective maintenance of equipment relevant to the area of work, and report faults to relevant persons / departments.
To liaise with relevant managers, where appropriate, to minimise or reduce expenditure.

Teamwork :
The post holder will maintain good working relationships with staff within the Division and in other Trust departments.

Work flexibly and liaise with secretarial team to maintain and ensure smooth running of the Service, gaining additional skills as required.
Ensure awareness of current issues within the Service and those in other areas of the Trust. Attend meetings when relevant and practical.
Be aware of workload and pressures within other areas (i.e. Ward Clerks/Medical Records/Booking Clerks/Clinics) enabling support and encouragement to be given to the team as necessary.
Communicate in an appropriate manner.

Standards and Performance:

To understand current policies, guidelines and procedures for the management of the service area.
To follow guidance and work within defined national and local targets. (e.g., waiting time and cancer targets), highlighting any areas of concern.
Ensure data and information, both paper and electronic, are completed in accordance with agreed policies and procedures
In accordance with the agreed process, ensure data and information is recorded and inputted into the relevant systems in an accurate and timely manner.

Forward Planning:

In conjunction with the Senior Medical Secretary to ensure that services are developed.
In liaison with the Senior Medical Secretary, plan and organised workload ensuring deadlines are adhered to and duties satisfactory performed.

Additional Information:

To ensure that Service Unit secretarial and administrative functions are carried out to the highest quality by monitoring and improving services.
Organise and control own workload ensuring deadlines are observed and duties performed efficiently.
To develop IT skills as required to fulfil the responsibilities of the post.
The post holder must at all times carry out their duties with due regard to the Trust’s Equal Opportunities Policy.
To ensure that all duties are carried out to the highest possible standard, and in accordance with current quality initiatives within the area of work.
All staffs are required to respect confidentiality of all matters that they may learn in the course of their employment. All staff are expected to respect the requirements of the Data Protection Act.
Any other duties, agreed between the postholder and their manager, which may be required in order to facilitate the efficient and effective running of the service.