Clinical Office Administrator, Audiology

Job overview

An exciting opportunity has arisen for someone to join the Audiology Clinical Office at Ashford Hospital.

A full-time (37.5 hrs) role of the Clinical Office Administrator is required to provide clerical support within the main clinical office. It requires a high level of organisational skills and someone who is good at communicating with a wide range of health care professionals, as well as patients and their relatives.

The successful candidate will be responsible for many roles including organising timetables, dealing with clinic capacity and the outpatient waiting lists for both new and follow up patients.

Computer skills are essential, and training will be given on hospital administration systems.

In return we offer opportunities for training and development, access to the NHS Pensions Scheme, work perks, NHS discounts; opportunities for flexible working and on-site childcare provision (nursery).

This role does not qualify for sponsorship.

For any informal enquiries through email only, please contact Joanne Eversley joanne.eversley@nhs.net

Main duties of the job

The Clinical Office Administrator will provide a comprehensive support administrative service to the Audiologists and their administrative colleagues. They will be expected to organise their workload with the Audiologists and co-ordinate their activities with other Clinical Office Administrative Co-ordinators, to ensure that an efficient service is provided. The Clinical Office Administrator will carry out their duties in such a way, as to make a direct and positive contribution to the organisation of the work. It is essential that the Clinical Office Administrator should use their initiative proportionately within the role and maintain confidentiality at all times.

Detailed job description and main responsibilities

• To provide clerical support to the Audiology Clinical Office
• Support the Clinical Office Administrative Co-ordinator
• To ensure patient's clinic reports are processed, sent to GP’s and uploaded to the patient’s notes for the next clinic visit
• Work as part of the administrative team to ensure that clinic letters are saved and available in the patient's records.
• Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinators for actions (e.g. add to waiting list)
• Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to other areas for information purposes or action the letters contents
• Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person
• Competent use of Cerner after training in accordance with required departmental standards of work
• 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
• Ad hoc retrieval of medical records/X-rays/investigation results relating to patient/Consultant enquiries
• 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
• Action results of clinical investigations within procedural guidelines
• Managing own workload, prioritising as necessary
• Work as part of a team and assisting with the training of new and temporary staff. Providing support and advice where appropriate
• Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team
• Through self-development, continuously update knowledge of new trends and maintain and improve knowledge and competence
• Have the ability and commitment to work as a team member and be able to adhere to strict deadlines
• When required assist with the investigation and compilation of responses to complaints within optimum deadlines
• Demonstrate an understanding and reassuring manner when dealing with patients and their relatives
• 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.