Administrative Assistant **pending AFC evaluation**

Job overview

Using own initiative on a daily basis and working with minimum supervision, you will be required to attend two busy outpatient reception windows providing a meet and greet reception service for inpatients arriving for diagnostics and outpatients attending diagnostic clinics. You will ensure clinics are fully booked,

handling and processing electronic referrals for patients, generating appointments and appointment letters. You will ensure appropriate waiting time standards are met in conjunction with the Cardiac Investigations Manager and Business Manager.

You will ensure results from clinic are scanned into portal in a timely manner, collate referrals and patient notes for clinic, process incoming and outgoing mail, update Careflow in a timely manner and ensure clinics are cashed up.

You will be responsible for the supervision of new starters or staff covering the department.

You will also be responsible for the delivery of the reception, appointments, and clinic prep workload in the absence of the Senior Administrative Assistant.

Main duties of the job

Duties of the role will include, but are not limited to, providing routine administrative and reception support, including covering reception areas, answering telephone enquiries, taking messages, basic diary support and data entry.

An important part of the role will involve supporting referral processing activities, including receiving referrals, entering referral information accurately onto electronic systems and ensuring records are kept up to date in line with service procedures. This will require the use of Careflow software as part of day‑to‑day duties. Training will be provided; however, accuracy, attention to detail and adherence to guidance are essential.

The role will include routine administrative tasks such as collating information, updating spreadsheets and maintaining basic records, therefore experience of Microsoft Office, particularly Word and Excel, is essential.

Detailed job description and main responsibilities

To provide a reception service for outpatients and inpatients, ensuring that the service given is efficient, timely and welcoming, maintaining confidentiality at all times.

To act up in the absence of the Senior Administrative Assistant, covering the duties outlined in their job description.

To undertake filing and administrative tasks as required.

To accurately input and update patient related information on attendance onto the computerised PAS system. Including the capturing and update of patient demographics at each visit.

To resolve informal complaints or concerns raised by patients at the desk or over the phone.

To deliver correspondence to various departments within the trust as required. To ensure post (results/appointment letters) are delivered appropriately and timely, in accordance with Information Governance Standards and Confidentiality procedures.

To maintain adequate administrative stationery stock in conjunction with co-workers.

To supervise new staff or staff rostered to cross cover from other areas.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.