Clinical Administrative Assistant Northampton, England
Job description
To work as part of a defined team with the Child Health Directorate who are providing medical care and support for children, young people and their families who are living with Diabetes.
To provide an efficient administrative and secretarial day-to-day support service to the Consultants, Paediatric Diabetes Specialist Nurses, medical staff, clinical teams and department.
The post holder will be required to work as part of the administration team and provide cross cover during periods of absence within their existing team and other teams within the Directorate as and when required.
This support should normally be provided during the core hours of 08:00-17:00. However to ensure alignment with the Direct Clinical Care time of the Clinicians for whom they support flexibility from the core hours may be required and will be determined locally depending upon the needs of the service.
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Undertake effective administrative duties as part of the admin team required by Child Health.
The post holder will be required to work as part of the administration team and provide cross cover during periods of absence within their existing team and other teams within the Directorate as and when required. This support should normally be provided during the core hours of 08:00-17:00.
However to ensure alignment with the Direct Clinical Care time of the Clinicians for whom they support flexibility from the core hours may be required and will be determined locally depending upon the needs of the service.
To type minutes of meetings, rotas and any relevant documentation as required.
To deal with enquiries on behalf of the Clinical Team either by telephone, personal contact, email or written correspondence, within agreed limits and take appropriate action, i.e. ensure appropriate documentation is available.
Assist with the patient pathway and ensuring that all necessary appointments, including outpatients, clinics, waiting list etc. are arranged on time, ensure that clinics are utilised to capacity, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards when required. This will include face to face clinics, virtual clinics and multi-disciplinary clinics.
Provide general administrative services including photocopying, filing, scanning and other office routines.
Ensure all correspondence and documentation is filed promptly and cross reference whenever necessary.
Ensure patients’ notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed in medical records case notes, following laid down guidelines.
Prepare case note folders and complete necessary documentation for all new patients.
Prepare and collate statistical information as required and input to database if appropriate, in conjunction with Trust requirements.
Ensure that relevant health records are available to the Clinical Team when required and anticipate demand wherever possible.
Receive and sort daily post, date stamp and distribute as appropriate.
Assist the process of patient tracking including booking all necessary appointments, ensuring that patients receive timely treatment up to the point of discharge when required.
Use and maintain specialist databases such as CaMIS, Twinkle and PCS to ensure accuracy of patient data.
Ordering of nursing supplies equipment using e-Proc system and liaising with company representatives as appropriate..
Maintain the Team Facebook page to ensure it is accurate, up to date to enable information sharing and interaction with service users.
Input data into the National Paediatric Diabetes Audit and also any other audits as appropriate within agreed timescales and ensuring deadlines are met.
Organise and co-ordinate the annual team away day for service planning.
Organise annual school training sessions which will include sourcing and booking of venue/virtual media, arranging speakers, sending out invitations and the implementation, collection and collation of digital feedback
Assist and help colleagues when the need arises.
Assist the coordination of Clinical Teams’ diaries to ensure effective time
management.
Maximise the use of innovative IT systems.
Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.
