Clinical Office Administrator, Paediatrics

Job overview

The Clinical Office Administrator will provide a comprehensive support administrative service to the Consultants, their medical team and their administrative colleagues. They will be expected to organise 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.  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 exercise initiative commensurate with the role and vital that confidentiality be maintained at all times.

Main duties of the job

• To provide clerical support to the Divisional Clinical Office
• Support the Clinical Office Administrative Co-ordinator
• 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).
• To use new working systems within the Clinical Office to promote an efficient service,  i.e. IT fast save systems and discharge summary systems
• 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.

Detailed job description and main responsibilities

• To provide clerical support to the Divisional Clinical Office
• Support the Clinical Office Administrative Co-ordinator
• 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).
• To use new working systems within the Clinical Office to promote an efficient service,  i.e. IT fast save systems and discharge summary systems
• 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 Consultant team.
• Competent use of Patient Administration System (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.
• 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.
• Managing own workload, prioritising as necessary
• Providing support and advice where appropriate, including assisting new clinicians with the use of dictation equipment until self-sufficient.
• Support the day-to-day organisation and management responsibilities of the Consultant, diary, arrange meetings, appointments etc.
• Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.
• 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.