Administrative Assistant Worthing, South East England
Job description
The post holder will provide a supportive administrative service to the AAA screening team working closely with other administrative staff and being the first point of contact between the screening population and the screening office.
The work involves administering and processing patient appointments, recording information, updating manual and computerised data systems with results and patient outcomes.
The post plays a supporting role to the AAA screening programme and ensures that members of the public are informed of the benefits of the programme.
The post holder will need to have excellent communication skills, to be able to contact patients, their families and carers, to arrange and manage appointments system for the screening programme. This will include answering queries over the telephone, overcoming any barriers to understanding that will arise in these circumstances and to contact patients who fail to attend appointments.
Deal with anxious patients and their relatives with tact, patience, persuasion, and discretion. Contact patients when there is a need to provide improved understanding of the implications of a case. Ensure that communications are accurately recorded in the patient record.
Deal with and act on messages from clinicians, GPs, patients and their relatives as required. Ensure that communications are accurately recorded in the office message book.
Keep the screening Manager informed of the progress of work and any difficulties arising, including issues requiring attention by the clinical lead.
The post holder will require a high level of skills and accuracy in tabulating, entering and manipulating data using spreadsheets and databases.
The post holder will be required to accurately check measurements on ultrasounds images and ensure that these have been recorded correctly; informing relevant team members of any inaccuracies or anomalies.
As the largest provider of community healthcare services in Sussex, our teams help people to plan for and manage changes to their health, supporting patients and their families to live more independently. We employ around 5000 staff and provide community services to a population of 1.3 million people.
Each year our dedicated clinicians see adult or child patients more than 2.6 million times, caring for people from their earliest moments right up to the final stages of their life.
SCFT teams deliver a range of health and care services to more than 9,000 people every day, working in care homes, clinics, intermediate care units, people’s own homes, GP surgeries, schools and other community venues across the region.
Our vision is to provideexcellent care at the heart of the communityand achieving the highest level of service is our top priority.
We develop and nurture our staff and recognise that they are our greatest asset.
We give them clear career pathways, support their wellbeing, recognise and value their diversity and provide them with the leadership, skills and knowledge they need to deliver the best care for our patients now and in the future.
Jobs are available in a wide variety of services, both adult and children’s, and at locations across the county.
- Be responsible for booking and planning appointments for the screening programme with minimal supervision
- Re-arrange appointments for patients where these have to be cancelled or postponed either by the screening programme or when the patient phones to re-arrange.
- Be jointly responsible for optimal utilisation of screening clinics and staff time. Check patient and participant lists and data for accuracy, and contact GPs to resolve anomalies if required.
- Circulate result letters to the appropriate GPs, alerting them to abnormal measurements and to patients who failed to attend appointments or declined AAA screening.
- Circulate result letters to the appropriate patients with AAAs.
- File results and copy correspondence appropriately in patients’ records. Maintain an accurate filing system.
- There will be frequent regular contact with patients in respect of their appointments with the screening programme. The post holder will be required to deal directly with a variety of enquiries from patients regarding appointments, cancellations, re-bookings, etc. and keep records of any complaints.
- The post holder will be expected to contribute to service development by suggesting changes for their own area of activity.
- Tabulate and input data onto databases and spreadsheet systems for recording patient information, results, patient outcome and clinic activity for the screening programme and for audit and research purposes. These data systems are ongoing and updated frequently.
- Record recent deaths and enter data on to appropriate printouts, spreadsheets and databases.
- Use patient administration system for extracting patient information when required, and for locating, obtaining and tracking patient notes.
- Attend meetings as required.
- Ensure day-to-day work is dealt with and where possible cover colleagues during annual / sick leave or absence from the office at other work bases. Keep a record of any problems arising and be prepared to contact senior staff when necessary.
- Undertake routine office duties including photocopying, faxing, filing and maintenance of records.
- The administrator is required to be versatile and adaptable to the demands of the screening programme. They will work independently with minimum supervision and support the work of other members of the screening team.
- Monitor office and clinical consumables and advise Senior Administrator when new stocks are required
- Ensure that supplies are provided as and when required in clinic locations, including ordering PPE
