Administration Assistant

Job overview

An opportunity has arisen to provide an efficient, courteous and helpful reception service to patients, their families and other professionals when they contact the Acute Children’s Services.

To undertake various clerical duties associated with the custody and use of Health Records. This will include all administrative procedures and documentation associated with a patient’s journey through Children’s Services, as outlined in the Patient Access Policy.

Staff will undertake clerical duties relating to any aspect of the service.

Staff will be able to demonstrate a significant level of initiative in organising their workload and in taking decisions and action within clearly defined limits. They will also ensure the requirements of role are done in a timely manner.

To ensure patient confidentiality is maintained at all times.

Main duties of the job

To use a range of IT systems.

To undertake full receptionist duties as and when required.

To answer all incoming telephone calls and deal with appropriately.

To accurately input, update and amend patient related information on Careflow Electronic Patient Record (EPR).

To arrange referral or follow-up outpatient appointments for patients as directed by nursing staff

To process internal referrals for the team where appropriate.

To ensure that all filing is up to date as and when required.

To work within identified guidelines with regards to safeguarding.

To input data from a variety of sources using a range of identified data systems.

To be responsible for the timely processing of all incoming and outgoing mail as and when required.

To undertake photocopying and scanning as required by the team following Trust and Departmental policies and when required.

To convey information/messages received from patients, colleagues and managerial staff accurately

To attend mandatory training.

To be familiar with/comply with all policies and procedures.

To undertake any tasks relevant to the work of an Administration Assistant.

Enquiries should conform at all times to the rules of confidentiality.

To book/arrange appointments provided within the acute children’s services as and when required.

Detailed job description and main responsibilities

To provide administrative support to the Acute Children’s Services team, to include all administrative procedures and documentation associated with a patients attendance/admission to the hospital.

Please see attached Job Description for full list of roles and responsibilities