Administrative Assistant

Job overview

The Medicine Department are looking to recruit Administrative Assistants within the Emergency Care Department at the Royal Albert Edward Infirmary, Wigan.

This is an exciting and challenging department which provides support 24 hours / 7 days per week.  The post holders will be expected to work under pressure, adapting positively to a busy and demanding workplace. A flexible approach is necessary as this post involves working unsociable hours, i.e. weekends, Bank Holidays and internal rotation night duty.

Previous NHS experience would be advantageous.

We are recruiting for 2 x 37.5 hr positions.

Main duties of the job

The main duties of this post are to provide a professional administrative service in the Emergency Care Centre. To meet and greet people attending the Reception Area with dignity and respect ascertaining their requirement and respond to those requirements accordingly, reflecting high quality customer care in all daily activities.

Excellent communication skills are essential, as the post holder will deal with distressed patients and relatives. The post involves registration of patients onto the computer system so excellent keyboard skills are required.

** Previous applicants need not apply **

Detailed job description and main responsibilities

The main duties of this role are

• To receive and accurately record onto HIS, Patient Centre & System One all related data for new and follow up attendances to Emergency Care Centre. Update and revise information where necessary.
• Liaise with personnel from Ambulance Service or appropriate external agency to obtain patient information as and when required, ensuring confidentiality is maintained at all times.
• Utilise the One Response System to document expected patients to the A&E, update this system of the patients arrival to A&E and upload the patients documented history to HIS as soon as available.
• Monitor the Adastra system to record the arrival of patients referred by the 111 service and upload the patients documented history to HIS.
• Decide based on the patient’s presentation and information provided and using your initiative, liaise with / summon Triage Nurse where concern exists over the condition of the patient.
• Effectively deal with all enquiries, via telephone, email and face to face with regard to patients, staff, internal and external agencies, with the exception of medical advice.
• Responsible for scanning of patient documentation and complete full audit on all scanned documents on a daily basis.
• Booking of appointments for Consultant and Specialist nurse review clinics ensuring all relevant information is input onto HIS and Patient Centre. All clinic outcomes and procedures are recorded in a timely manner.
• Booking of Urology appointments and sending patient pathways onto relevant department.
• Forward patient’s documents / details to appropriate departments for follow up appointments for example, fracture clinics, ENT, ophthalmology and physiotherapy.
• Formulate, retrieve and track patient case notes as required ensuring safe return of all patient casenotes to the Library.
• Ensure all GP discharge letters are printed and sent out on a daily basis whilst adhering to Caldicott Guidelines.
• Record any patients death onto HIS and Patient Centre and forward appropriate documentation to relevant departments.
• During out of office hours receive and deal with telephone enquiries to ascertain where patients have been admitted to for Royal Albert Edward Infirmary , Wrightington and Leigh Hospitals.
• To plan and organise own workload whilst assisting colleagues to meet the Departmental needs of the service.
• To support and evaluate changes to working practice whilst actively seeking ways to improve the service.
• Maintain an effective filing system to retrieve Emergency Care Centre documentation using Document Image Processing Software. This also includes offsite storage facilities.
• Maintain staffing levels in reception area by contacting staff to cover shifts in emergencies during out of hours.
• Maintain daily contact with colleagues working within the team to ensure priorities are met and targets achieved.
• Regularly update management team regarding outstanding issues, potential areas of concern and any other associated problem.
• Use multiple systems in order to process requests and communicate information to job related stakeholders.
• Use initiative when dealing with general public in order to manage people expectations and overcome barriers.
• Work effectively as part of the multi-disciplinary Emergency Care Centre Team.