Ambulatory Care/ Care of Older people Administrator

Job summary

Title: Ambulatory Care/ Care of Older people Administrator

Grade: Band 3

Annual Leave:

27days per annum increasing to 29 days after 5 years NHS service and 33 days after 10 years NHS service

Department: Ambulatory Care/ Care of Older people

Responsible to: General Manager - Emergency and Integrated Medicine

Accountable to: Service Manager - Ambulatory Emergency Care

Job Summary

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

Please see the Job Description and the Persons Specification for further details about the job role. If you are unable to access the PDF, the details of the job description can also be found in the 'Detailed Job Description and Main responsibilities' section.

About us

Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so 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 Trustbelieves 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. We think that by doing so, we are better able to treat our patients as well as being a better place to work.

Job description

Job 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

To monitor the team email inboxes, ensuring task have been completed.

Identifying referrals from various services (GP, EDDI, ICE, LAS) & ensuring they are booked onto the Careflow system daily

To take 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

To gain comprehensive understanding of Careflow EPR computer system, providing support to new users and existing staff

To deal with enquiries from patients and staff, both internal and external

Book and cancel Patient Transport / Interpreters as appropriate and maintain the system of requirements.

To provide administrative support to all clinical staff on duty

Answer telephone calls in a polite and courteous manner, identifying yourself, the department and hospital

Order notes for patient admission

Accurate data inputting for outcoming of patients

Promote the department to deliver the goals of Whittington Health

To work as an effective, responsible team member, supporting colleagues and highlighting issues and potential solutions.

To contribute to team and departmental discussions in order to develop and modernise the service

Person Specification

Skills & Abilities

Essential

Ability to interpret and priorities workload.

Ability to adapt to change within working environment.

Excellent communication skills (written & verbal)

Education / Qualifications

Essential

GCSE (5 grades A*- C) or equivalent experience

Good general knowledge of the NHS

Knowledge & Experience

Essential

Recent working knowledge of Microsoft Office Package including Word and Excel

Experience of minute/note taking

At least 2 years previous experience in providing comprehensive administrative support to senior managers

Desirable

Experience of working in the NHS