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Administrative Assistant

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Northumbria Healthcare NHS Foundation Trust

1mo ago

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
    Healthcare

AI generated summary

  • You need GCSEs, NVQ 2 clerical, ECDL, office/admin experience, IT skills, strong communication, organizational skills, and a flexible approach to cover shifts. Knowledge of Data Protection is essential.
  • You will manage patient data, handle inquiries, book appointments, liaise with external agencies, support colleagues, maintain filing systems, and ensure confidentiality while working with the team.

Requirements

  • To be educated to GCSE Standard or equivalent experience
  • To hold NVQ 2 clerical qualification or equivalent
  • ECDL or equivalent IT qualification
  • Experience of working in a busy, pressurised customer focused environment dealing with frequent interruptions
  • Recent work experience within an administration / office setting
  • Experience of using IT systems in the workplace
  • Recent work experience within a healthcare administration setting
  • Able to demonstrate keyboard skills with attention to accuracy
  • To demonstrate a good telephone manner
  • Must work well as part of a team but also able to work on own initiative
  • To demonstrate excellent communication skills with all disciplines of staff
  • Good organisational skills
  • To work efficiently to targets and deadlines and able to prioritise and manage workloads
  • Ability to learn quickly and adapt to change in circumstances
  • To deliver high level of customer service using electronic, telephone and other channels of communication
  • Knowledge of general office systems and protocols in a customer related environment
  • Ability to follow guidelines and procedure
  • Knowledge of IT systems and packages within the workplace
  • Good understanding of customer care practices and procedures
  • Knowledge of the 'Data Protection Act'
  • Flexible / ability to work 24 hour rotational shift pattern
  • Provide cover for annual leave, sickness and bank holidays.
  • Professional appearance and approach
  • Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

Responsibilities

  • To receive and accurately record onto electronic systems all related data for new and follow up attendances to Walk in Centre. Update and revise information where necessary.
  • Liaise with personnel from appropriate external agency to obtain patient information as and when required, ensuring confidentiality is maintained at all times.
  • Decide based on the patients 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 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 as appropriate.
  • Booking of appointments as appropriate ensuring all relevant information is input onto electronic systems. All clinic outcomes and procedures are recorded in a timely manner.
  • Forward patients documents / details to appropriate departments for follow up appointments for example, fracture clinics, ENT, ophthalmology and physiotherapy.
  • Ensure all GP discharge letters are forwarded appropriately adhering to Caldicott Guidelines.
  • 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 within the office area.
  • 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 team.

FAQs

What are the working hours for this Administrative Assistant position?

The role involves flexible working hours, including unsociable hours such as weekends, Bank Holidays, and internal rotation night duty.

Is previous NHS experience required for this job?

Previous NHS experience is not required but is advantageous for candidates applying for this position.

What qualifications do I need to apply for this job?

Applicants should be educated to GCSE standard or have equivalent experience. Holding an NVQ 2 clerical qualification or ECDL or an equivalent IT qualification is desirable.

What skills are essential for this role?

Essential skills include excellent keyboard accuracy, good telephone manner, strong communication skills, organisational skills, the ability to work in a team, and the capacity to manage workloads efficiently.

Is experience in a healthcare setting necessary?

While not mandatory, recent experience within a healthcare administration setting is desirable.

What are the main responsibilities of the Administrative Assistant?

The main responsibilities include recording patient data, liaising with external agencies, answering inquiries, booking appointments, and maintaining an effective filing system.

Will I be working alone or as part of a team?

You will work effectively as part of a multi-disciplinary team as well as be expected to take the initiative when necessary.

Is there a requirement for a Disclosure and Barring Service Check?

Yes, this post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, meaning a Disclosure submission will be necessary to check for any previous criminal convictions.

What salary can I expect for this position?

The salary is £23,615 a year per annum, pro rata, based on the Agenda for Change Band 2 pay scheme.

How do I apply for this job?

You can apply for this position through the Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust's official website or as indicated in the job posting.

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Northumbria Healthcare NHS Foundation Trust

People Caring for People

Science & Healthcare
Industry
5001-10,000
Employees
2006
Founded Year

Mission & Purpose

Northumbria Healthcare NHS Foundation Trust provides a range of healthcare services across Northumberland and North Tyneside. Their ultimate mission is to deliver exceptional care and improve the health and well-being of the communities they serve. Their purpose is to offer high-quality, patient-centered care through their hospitals and community services, focusing on innovation, efficiency, and compassionate treatment.