Clinical Office Administrator, A+E - Reception (SPH)

Job overview

The postholder will

• Provide comprehensive administrative support to the Divisional PA and UEC Consultant team (ED Consultants & Acute Consultant Physicians).
• Act as an essential point of contact for all patients and play a vital role in ensuring and GPs/ patient quires are delt with in an appropriate manner.

Main duties of the job

To provide administrative support to the Divisional PA and UEC Consultant Team, including ED Consultants and Acute Consultant Physicians. Duties include processing clinic letters and reports, using Cerner and FirstNet, managing clinical office systems, maintaining accurate records, filing, scanning, photocopying and supporting daily and weekly clinical reporting.

The postholder will manage and prioritise incoming post, patient/GP/consultant enquiries, the ED GP Enquiries inbox, and requests from other hospitals or departments. They will retrieve medical records, X-rays and investigation results as required, support clinical correspondence, and ensure effective communication between the Trust, GPs, patients, consultants and wider multidisciplinary teams.

The role requires independent judgement, initiative and prioritisation to resolve routine issues or escalate appropriately. The postholder will support meetings, record information for transcription when required, assist with junior doctor rotation induction, support new or temporary staff, maintain high standards of office housekeeping and comply with Trust and Directorate policies.

The postholder will work flexibly as part of the UEC administrative team, undertake mandatory training, and carry out other duties consistent with the Band 3 role and service requirements.

Detailed job description and main responsibilities

• MAIN DUTIES AND RESPONSIBILITIES OF THE POST:
• To provide administrative support to the Divisional PA and UEC Consultant Team.
• Work as part of the administrative team to ensure that clinic letters/ reports are downloaded, printed and sent off (electronically or by post) as and when required.
• To use new working systems within the Clinical Office to promote an efficient service, i.e. Cerner and FirstNet.
• General office duties including filing, photocopying, scanning and laminating of documents.
• Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to consultants and which may be passed to other areas for information or action.
• Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.
• Implement any relevant Trust and Directorate polices on behalf of the Consultant team.
• Ad hoc retrieval of medical records/X-rays/investigation results relating to patient/Consultant enquiries.
• Managing own workload, prioritising as necessary.
• Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.
• Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
• Responsible for daily and weekly clinical reports.
• Ensure high standards of office housekeeping are maintained.
• In the absence of the Divisional PA, attend meetings, record meeting for future transcribing.

Communications and Engagement

• Ensure that effective communication both within the Trust and between the hospital, GPs and patients is maintained.
• Exercise independent judgement and initiative based on acquired experience and knowledge when problems arise by taking appropriate action to resolve the problems or refer to the appropriate person.
• Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management.
• Deal with enquiries by letter/email/telephone from patients, GPs, other hospitals and other Consultants. This includes managing the Emergency Department’s GP Enquiries inbox.
• Establish good levels of communication and liaison with the administrative team, medical staff and other departments and hospitals.
• Work as part of a team and assisting with the training of new and temporary staff. Providing support, advice where appropriate and assisting in the organisation of the junior doctors new rotation induction.
• To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.
• Undertake all mandatory training as required by the Trust.
• Any other duties relevant to the above tasks.

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.