Administration Assistant - Tissue Viability

Job overview

Are you a tenacious, confident, and flexible person, with excellent organisational, engagement, and communication skills, who can work autonomously and as part of a creative and motivated team? If you are, we would really like to hear from you!

This post is based at Wymondham Health Centre, it is full time working on Monday to Friday 0830 - 1630 - a total of 37.5hrs per week. This is a new post created to support and work closely with the Tissue Viability Team in the South Place providing and assisting with all aspects of general administration tasks.

Main duties of the job

The post holder will provide comprehensive administrative support to the Tissue Viability and Skin Integrity Service, ensuring the efficient coordination of clinical and operational activities. The role will support the delivery of high-quality patient care through the effective management of patient appointments, clinical administration and equipment processes.

Detailed job description and main responsibilities

• To self-manage and prioritise a number of administrative and clerical duties which are generated by the team. These will include;
• General administrative duties will include photocopying, mail management, filing, archiving, typing letters, managing team member’s diaries and schedules, arranging meetings, taking of minutes at case meetings and team meetings.
• Coordinate the booking, cancellation and rescheduling of appointments for Leg Ulcer Clinics and other associated services.
• Maintain and manage clinic schedules, ensuring optimum utilisation of clinic capacity.
• Create, maintain and monitor patient waiting lists and escalate any concerns regarding delays in access to services. Tissue Viability Specialist Nurse Tissue Viability Occupational Therapist
• Process requests for Integrated Community Equipment Service (ICES) equipment, ensuring requests are accurate, authorised and submitted within agreed timescales.
• Create and maintain equipment call-back, collection and replacement lists, ensuring equipment is tracked and managed effectively.
• Liaise with ICES providers, patients, carers, clinical staff and external agencies regarding equipment orders, deliveries, collections and queries.
• Monitor service inboxes and telephone enquiries, responding appropriately or forwarding to the relevant clinician or manager.
• Produce routine reports, activity data and audits as requested by service leads.
• Support the service in meeting organisational targets, quality standards and reporting requirements.
• Ensure compliance with Trust policies, information governance requirements and data protection legislation.
• Participate in service improvement initiatives and identify opportunities to enhance administrative processes and patient experience.
• Managing the information leaflets being issued by the team in regards to changes and amendments which may impact on patient experience.
• Using initiative, identify and suggest where there maybe improvements in the productivity and quality of the procedures and practices which could improve data recording and performance reporting.
• To manage schedules and diaries for staff within the team, predominantly the team lead, resolving appointment conflicts, arranging venues, issuing meeting invitations, sending apologies, formulating agendas and taking minutes as requested. Work load is self-managed and the position is not directly overseen by the administrative manager, although clinical team lead is available and regular meetings are arranged for administrative supervision regularly.
• The post holder requires a high level of interpersonal skills to enable them to be able to communicate with patients and others in an appropriate way, being able to diffuse situations with tact and empathy and to provide accurate information, supporting enquiries in an unsupervised environment and in a timely manner.
• Inputting onto and accessing a variety of systems such as SystmOneand designated spreadsheets/databases in line with team procedures, keeping to the allocated deadlines and timescales, some of which may be ad-hoc and urgent.