Job Description

The post holder has responsibility for the provision of a professional, comprehensive, and efficient administrative service, which is effectively delivered to all patients and members of the Department. This will be through the delivery of a comprehensive administrative service to a specialty team. This will involve providing a full administration service to the consultant team and taking responsibility for managing the whole patient pathway in line with the Elective Access policy.

RESPONSIBILITIES:

• Provide primary administrative support to consultants, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
• Type or use Trust digital transcription systems to produce clinical correspondence to inform referrers, patients, and other relevant parties of patient pathway progress. In doing so, produce correspondence that is of high quality and conforms to the national target of being received within 7-10 working days from the point of clinical delivery / decision.
• Open and priorities incoming post, ensuring supporting information is available when appropriate and taking responsibility for actioning urgent items in the absence of the Consultant or other clinical staff.
• Maintain an accurate and current filing system, ensuring letters, clinical reports, diagnostic test results and other notes are filed in the correct patient notes, in either paper or electronic record systems.
• Follow the Trust tracking procedure for the movement of all patient notes
• Update patient details on Trust and departmental patient record systems to include ensuring patients that require discharge are processed accordingly and Patients Missing Follow Up List is updated.
• Request and coordinate patient notes from other hospitals and organizations, where the pathway requires input from these.
• Act upon queries from referrers, patients and other relevant parties in liaison with clinical staff. Take relevant action to provide reassurance and support to patients and their families by finding appropriate solutions to problems, which requires the ability to understand and explain basic medical procedures and terminology
• Demonstrate high levels of customer care and be an ambassador for customer care within the Trust.
• Provide a robust administration function that underpins the delivery of a high quality service and maintain effective working relationships with clinical, nursing and administrative staff.
• Answer all communication including telephone, email and face to face queries, in a timely manner and action as appropriate.
• Maintain patient confidentiality at all times.
• Assist with the processing of new referrals on Choose and Book / Directly Bookable / e-referral systems.
• To contribute to on-going and future service development projects supporting continuous improvement of the services we provide.
• Attend Departmental meetings and training as required to ensure that you maintain an up-to-date working knowledge of service and trust procedures
• Maintenance of stock control, consumables, and office equipment (photocopier, shredder etc.)
• On an as and when required basis, take responsibility for all faxes received and distribute appropriately to the clinical and administrative staff within the service.
• Act in a manner aligned to our Trust Values and consistently demonstrate the behaviors that will ensure we achieve our ambition of delivering compassionate excellence.
• Any other duties which may be needed to fulfil the objectives of the post, which are appropriate to the grade.
• Supervise the Assistant Pathway Administrator/s providing training, support and supervision as appropriate.
• Manage the sickness and annual leave requests of staff as appropriate.
• Ensure that Statutory & Mandatory training is up-to-date and annually updated for all staff. Ensure any further training required is identified and supported.
• Annually appraise staff as required ensuring any performance or development requirements are addressed accordingly.
• Be familiar with HR policies and take a lead role investigating, identifying and implementing disciplinary procedures where appropriate.

Required Knowledge, Skills, and Abilities