Knowsley Admin Assistant

Job overview

The administrative assistant will be responsible for providing clerical and administrative support for the service. Working as part of the multidisciplinary team they will be a direct point of contact for patients, provide call handling services, schedule appointments and coordinate various clinical workstreams over various patient administration systems. The role will require a flexible working approach to cover hub-based and community clinic-based activity 7-days per week, 365 days per year, Over the hours of 8am – 8pm.

Main duties of the job

To provide comprehensive, high quality and efficient administrative booking and scheduling for Knowsley Community Service patients.

To provide clerical and administrative support to all members of the multidisciplinary team.

To ensure referrals are processed and appointments are scheduled in accordance with locally commissioned KPI and national RTT targets.

The post holder will follow service processes and operational guidelines to ensure patients receive continuity of care through clear and timely communication.

Detailed job description and main responsibilities

KEY DAY-TO-DAY RESPONSIBILITES

To provide administrative support to Knowsley Community Services within the administration hub and off-site within the Primary Care Resource Centres (PCRC).

Receive and process inbound referrals in accordance with locally commissioned KPI and national RTT targets.

Prepare clinic sessions and documentation required by clinical / technical staff.

Liaise with community venue reception staff when working within PCRC setting.

Welcome patients and direct to appropriate clinician when working within PCRC setting.

Transcription typing from dictation for all clinic letters, discharge summaries, medical reports, and general correspondence for primary service and assist with typing for other service lines as required.

Instruct and support patients to complete patient satisfaction surveys.

Update patient demographics, attendance status and RTT pathway on hospital electronic patient administration systems (PAS and EMIS Web).

Record telephone contacts and complete administrative templates in the electronic patient record systems.

Schedule follow-up appointments as requested by clinical teams and ensure patients are notified of appointments.

To maintain confidentiality in respect of all patient and staff information in line with Data Protection Act.

To deal with all calls, enquiries and messages in a professional manner, relaying messages to the wider team and taking appropriate action.

Search and obtain test results or documentation as requested by the clinical teams.

Cash up clinic activity at the end of the clinic session.

Send emails and tasks as requested by the clinical teams.

Photocopy, scan or print documentation as required.

Make telephone enquiries to patients, relatives and colleagues as required.

To book appointments in accordance with trust and community guidelines.

To receive and process incoming and outgoing direct and electronic mail.

To attend and minute service meetings as requested.

Manage and prioritise own workload.

Work as an effective team member, demonstrate good personal communication skills and actively promote excellent team and interdisciplinary relationships.

Monitor and action EMIS tasks in a timely manner.

GENERAL RESPONSIBILITIES

To ensure efficient running of office, holding accountability for monitoring and ordering stationery, maintenance of office equipment and reporting any concerns appropriately.

To record compliments and/or complaints, reporting any complaints to KCS Admin Hub Manager.

The post holder will be expected to carry out any other duties, as required, commensurate with their pay band.

To work with community and wider teams to ensure a coordinated approach is provided for service delivery.

The post holder will be required to facilitate and support new starters to carry out their role.

Ensure that that all patients with a planned admission are dealt with in a timely fashion, inputting patient data and arranging a TCI date as appropriate by liaising with other health professionals/ hospitals/secretaries as required.

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.