Clinical Office Administrator, Haematology Day Unit

Job overview

An exciting opportunity has arisen to further improve administration within the Haematology Day Unit at Ashford Hospital.

This 37.5 hours role of Clinical Office Administrator is required to provide administrative support within the main unit.  Candidates are required to have 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.

Main duties of the job

The post holder will provide a comprehensive support administrative service to the nursing colleagues, their medical team and their administrative colleagues. They will be expected to organise their workload with the nursing team and coordinate their activities with Chemotherapy Co-ordinator 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 and department.  It is essential that the Clinical Office Administrator should exercise initiative within the role and vital that confidentiality be maintained at all times.

Detailed job description and main responsibilities

• To support the Haematology Day unit team
• To man the reception area, answer the phone promptly and pick up messages and direct them to the most appropriate member of staff to action.
• Welcome the patients at the reception and direct them to their allocated bay/ chair
• Competent use of Cerner, the post holder will be able to admit and discharge patients using this system and be able to book appointments within the Clinical Office to promote an efficient service.
• Competent use of Evolve after training in accordance with required departmental standards of work.
• Be able to book Transport for patients using EMED services.
• Be able to order pathology supplies
• Be able to order refreshments for patients from the kitchen department
• General office duties including filing and photocopying and ordering of stationery supplies, within agreed limits.
• 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 Nursing team.
• 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.
• Deal with enquiries by letter/email/telephone from patients, GPs, other hospitals and Consultants and direct them to the most appropriate member of staff to action.
• Action results of clinical investigations within procedural guidelines.
• Establish good levels of communication and liaison with secretaries, 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 and advice where appropriate, including assisting new clinicians with the use of dictation equipment until self-sufficient.
• 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.
• 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