Senior Admin Assistant

Job overview

An opportunity has arisen in the Cardiology Department for a Senior Admin Assistant.

We are seeking to recruit an enthusiastic and self-motivated individual to join a busy friendly team.

As part of your role you will advise and supervise clerical staff, plan and book appointments and keep accurate written records. Some statistical / audit work will be required.

The role will be over two sites, Royal Albert Edward Infirmary and Leigh Infirmary.

Candidates will be required to present original certificates for qualifications at interview stage.

Please note this vacancy may close before the specified closing date if a high level of suitable applications are received.

Main duties of the job

To advise and supervise clerical staff, plan and book appointments and keep accurate written records. Some statistical / audit work will be required.

Detailed job description and main responsibilities

Planning and Organisational Duties

• Planning work of clerical staff including roster of staff over multiple sites, ensuring all daily duties are completed
• Decision making such as prioritising work load of the staff to assist with the frequent unscheduled activity or ensuring that extra activity does not compromise the patient care by cancelling andmoving patients
• Booking and managing all patients for multiple procedures, diagnostics and appointments.
• Managing non routine activity such as re-scheduling patients some of which can be more difficult to communicate but provide the best quality of care, managing emergency bookings as well as stand by patients to come in as extra activity
• Problem solve and communicate complex information such as changing or cancelling one type of test and replacing it with different types which require different pre assessment needs. Thisinformation will be given to the patients who will not necessarily readily appreciate the changes.
• Use protocols that requires the patients to stop medication prior to specified diagnostic testing
• Use multiple IT systems to plan Cath lab and clinics lists by using the multiple patients booking system to maximize activity and prevent breaches.
• Communicating with patients as well as multiple teams to ensure pre procedure requirements are completed such as ensuring bloods tests are completes, pre op appointment and fasting orstopping medical therapy are confirmed in line with policies of the department
• Co-operate with all disciplines staff of WWL NHS Trust and also our neighbouring trusts for the transfer of patient activity
• Administration of the patient appointment systems such as creation of templates, changes to appointment letter templates
• Assist in the induction process for new users on the Cardio-Respiratory and Cath Lab including other relevant IT Systems. Also to include sharing knowledge and experience in CardioRespiratory and Cath Lab administration procedures
• Liaising with porters, wards staff and ambulances regarding the transit of patients and arrangingnecessary transport
• Liaison with External sources eg: GPs or Tertiary Centres regarding the post diagnostic or treatment continuity of the patient care.
• Advise manager of trends in referral/waiting times for appointments in line with targets.
• Monitors attendances and DNAs, reports to line manager and ensure appropriate follow ups are arranged as per protocol.
• Receive and process mail, referral letters and telephone calls. Advice available from MDT’s
• Experience in working in a clerical environment with good inter-personnel and communication skills
• Working without supervision but with obligation to seek advice for those duties/tasks which go beyond prescribed schemes of works
• Produce reports using Microsoft/Excel applications.
• To identify improvements to the service provision of services to the public and manage the implementation.
• Oversees running of clinics to ensure they are timely and efficient
• Represent the clerical staff at meetings where policy and service development/changes are discussed.
• Responsible for ensuring all patients receive appropriate review appointments on leaving the unit.
• Monitor and record patient flow through the unit.
• Participate in the audit of the service by preparing reports of data.
• Data input of service/scanning patient result

Communications and Key Working Relationships

• Have a confident, empathetic approach to investigation and negotiate when dealing with occasional; highly distressing situations such as cancelling patient’s procedures based on the demand of the acutely ill patients.
• The necessity to communicate either on the telephone or face to face with various internal and external sources both Clinical and Non-Clinical eg: Patients, Clinicians, Trust Staff, Directorate Staff, and Solicitors
• Good communication and interpersonal skills in order to exchange information with patients who have a variety of barriers to understanding and language, ie use of various language services activated when necessary. On occasion there can be distressing or highly emotional situations that the post holder will be exposed too particularly when the treatment or operation is to be cancelled
• To maintain good working relationships with all the disciplines even when there can be barriers to communication
• To respect the individuality, values, cultural and religious diversity of clients and contribute to the provision of a service sensitive to these needs.

Responsibility for Finance

• To identify deficits in resources required to carry out the job and bring to the attention of the manager
• To be responsible for the monitoring of materials and equipment and maintain stocks.
• To organise booking of transport and interpreter services with financial cost to the Service and the Trust

Responsibility for Human Resources

• To maintain personal and professional development to meet the changing demands of the job, participating in appropriate training activities when required.
• To participate in clinical supervision sessions highlighting development needs
• To comply with annual PDR and appraisal system and to assist in PDR of junior staff
• To contribute to the induction of new staff