Inpatient Administration Assistant

Job overview

To provide comprehensive and pro-active secretarial and administrative support to the Ward Manager and the inpatient medical team for Swaffham Community Hospital. Ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard.

Contributing to the smooth running of the inpatient unit in Swaffham Community Hospital but also collaborating with all inpatient units across Norwich, North and South with safe staffing levels. Working independently, using own initiative and problem-solving skills to support the inpatient medical team, ward managers and their teams.

This role requires excellent administrative, verbal, and written communication skills together with attention to detail and the ability to work both autonomously and as part of a team.

To support the delivery of a high quality, safe and compassionate healthcare service.

Main duties of the job

To carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties (prioritising and generate own workload).

To maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues.  This will include resolving appointment conflicts, ensuring notes are ready, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes at meetings.

To undertake telephonist duties, be a point of contact for internal and external callers and visitors, accepting deliveries, re-directing callers and service users, where appropriate, and providing information or answering questions on routine matters and ensuring that accurate messages are passed on in a timely manner. Answering incoming calls from nursing stations on the ward, such as the Community Access Team requiring information on bed availability, calls from staff, patients relatives, etc.

Detailed job description and main responsibilities

• Dealing appropriately with all telephone enquiries as well as face to face patient contact, which may on occasion be upsetting.
• Using a range of software programmes to produce, maintain and distribute documents, including reports relating to staff mandatory training, PDP compliance and absence reporting using spreadsheets, databases, and presentations.  Updating a variety of forms, charts and templates that are used by clinical staff. This may include regularly dealing with matters of a complex and/or distressing nature
• Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
• Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all inpatient clinical staff records are kept up-to-date and filing and archiving is carried out in a timely manner. This includes keeping various trackers up to date around auditing, staff training, probation periods and supervisions