Ambulatory Care/ Care of Older people Administrator

Ambulatory Care/ Care of Older people Administrator

Band 3

Main area Acute Grade Band 3 Contract Permanent Hours Full time - 37.5 hours per week (Rota, working across 7 days.)

Employer: Whittington Health NHS Trust

Salary: £30,546 - £32,207 per annum inclusive of HCAS

Closing 20/07/:59

Job overview

To work as part of the Administration team in the Ambulatory Care and Care of Older People and demonstrate a high level of professionalism, care, courtesy to colleagues and patients. To consistently deliver a client focussed service, which promotes good customer service and effective working relationships. To book patients into the department, answer telephone queries and undertake a range of administrative duties to support the effective running of the department. To create clinics and assist with booking patient appointments in outpatients.

Main duties of the job

• Registering and greeting patients on arrival
• Answer telephone calls in a polite and courteous manner, identifying yourself, the department and hospital
• Deal with queries face to face, on the telephone or via email
• Ordering notes for patient admission, for doctor's perusal
• Ensuring accurate data entry of patient data on all systems
• Amend patient and GP details as required
• Booking appointments
• Monitoring the team email inboxes, ensuring tasks have been completed
• Identifying referrals from various services (GP, EDDI, ICE, LAS) & ensuring they are booked onto the Careflow system daily
• Taking responsibility for effective use of office supplies
• Logging all IT issues and notifying Lead Administrator
• Keeping workstations neat and tidy at all times
• Ensuring that the porters collect the confidential waste and bags for health records
• Gaining comprehensive understanding of Careflow EPR computer system, providing support to new users and existing staff
• Dealing with enquiries from patients and staff, both internal and external
• Book and cancel Patient Transport / Interpreters as appropriate and maintain the system of requirements
• Providing administrative support to all clinical staff on duty
• Accurate data inputting for outgoing patients
• Promoting the department to deliver the goals of Whittington Health
• Working as an effective, responsible team member, supporting colleagues and highlighting issues and potential solutions
• Contributing to team and departmental discussions to develop and modernise the service

Working for our organisation

Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. We aim to employ a workforce which is as representative as possible of this population. We are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. This allows us to treat our patients as well as being a better place to work.

Detailed job description and main responsibilities

Main Duties

• Registering and greeting patients on arrival
• Answer telephone calls in a polite and courteous manner, identifying yourself, the department and hospital
• Deal with queries face to face, on the telephone or via email
• Ordering notes for patient admission, for doctor's perusal
• Ensuring accurate data entry of patient data on all systems
• Amend patient and GP details as required
• Booking appointments
• Monitoring the team email inboxes, ensuring tasks have been completed
• Identifying referrals from various services (GP, EDDI, ICE, LAS) & ensuring they are booked onto the Careflow system daily
• Taking responsibility for effective use of office supplies
• Logging all IT issues and notifying Lead Administrator
• Keeping workstations neat and tidy at all times
• Ensuring that the porters collect the confidential waste and bags for health records
• Gaining comprehensive understanding of Careflow EPR computer system, providing support to new users and existing staff
• Dealing with enquiries from patients and staff, both internal and external
• Book and cancel Patient Transport / Interpreters as appropriate and maintain the system of requirements
• Providing administrative support to all clinical staff on duty
• Accurate data inputting for outgoing patients
• Promoting the department to deliver the goals of Whittington Health
• Working as an effective, responsible team member, supporting colleagues and highlighting issues and potential solutions
• Contributing to team and departmental discussions to develop and modernise the service

Person specification Skills & Abilities

• Ability to interpret and prioritise workload
• Ability to adapt to change within working environment

Education / Qualifications

• GCSE (5 grades A -C) or equivalent experience
• Good general knowledge of the NHS

Knowledge & Experience

• Recent working knowledge of Microsoft Office Package including Word and Excel
• Demonstrated experience providing excellent customer or patient care in a professional setting
• At least 2 years previous experience in providing comprehensive administrative support to senior managers
• Experience of working in the NHS

Safeguarding Children and Adults

To comply with the Trust's Safeguarding Children and Adults policies, procedures and protocols.

• Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people
• Ensure you are familiar and comply with the London Multi Agency Safeguarding Vulnerable Adults Pan London Procedures
• Ensure you are familiar and comply with local protocols and systems for information sharing
• Know the appropriate contact numbers and required reporting lines
• Participate in required training and supervision
• Comply with required professional boundaries and codes of conduct

Equal Opportunities and Diversity

Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.