Clinical Office Administrator, Obs & Gynae

Job overview

We are looking for 1 full-time for this role within the Obs & Gynae admin team.  Candidates will work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using the transcription service. Once letters are approved by clinicians, send-off (electronically or by post).

Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator for actions (e.g. add to waiting list).

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 Millennium EPR after training in accordance with required departmental standards of work.

Use of the Trust’s Evolve system, which manages Electronic Medical Records. Preparing documents for scanning by creating appropriate cover sheets and delivering notes to the scanning department.

Deal with enquiries by letter/fax/email/telephone from patients, GPs, other hospitals and Consultants.

Establish good levels of communication and liaise with other secretaries, medical staff and other departments and hospitals.

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 to all immediate team members and colleagues across the Trust.

Main duties of the job

The postholder will

• Ensure that confidentiality is maintained at all times.

• provide comprehensive administrative support to the Consultants, their medical team and their administrative colleagues.
• Be expected to organize their workload with the Consultants and their teams and co- ordinate their activities with other clinical office administrative co- ordinators to ensure that an efficient service is provided.
• Carry out their duties in such a way as to make a direct and positive contribution to the organization of the work.

Detailed job description and main responsibilities

• To provide clerical support to the Clinical Office.
• Support the Clinical Office Administrative Co-ordinators.
• Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using the transcription service.
• Once letters are approved by clinicians, send-off (electronically or by post).
• Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator 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 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.
• Competent use of Millenium EPR (Cerner), after training in accordance with required departmental standards of work.
• Use of the Trust’s Evolve system, which manages Electronic Medical Records.
• Preparing documents for scanning by creating appropriate cover sheets and delivering notes to the scanning department.
• Liaise with all staff concerned with patient services e.g. medical, nursing, medical records, X-ray and management.
• Deal with enquiries by letter/fax/email/telephone from patients, GPs, other hospitals and Consultants.
• Establish good levels of communication and liaise with other secretaries, medical staff and other departments and hospitals.
• 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 to all immediate team members and colleagues across the Trust.
• 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.
• Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
• Undertake all mandatory training as required by the Trust.