Paediatric Administrator

Job overview

The post holder will play an active role within the Paediatric Secretarial Team, supporting the smooth and efficient running of Paediatric clinics. Working in full compliance with GDPR and Information Governance standards, they will carry out a range of administrative duties, including preparing and sending correspondence to parents, GPs, and external organisations. They will issue appointment reminder text messages to help optimise clinic capacity, scan paper records into the electronic patient record system, and manage all incoming and outgoing internal and external post. The role also requires flexibility in undertaking any additional tasks relevant to the department’s needs.

Main duties of the job

Reporting to the Assistant Service Manager; assisting in administration and relevant  tasks for the rapid turnaround of clinic letters.

Accurate patient administration: new and follow-up appointments are made as necessary, agreeing dates and times with patients.

To deal with patients and external and internal staff enquiries promptly and efficiently in person or via the telephone or email, in a courteous and confidential manner and provide assistance as required.

Adhere to Trust & Government targets, Data protection and Data Quality.

Prepare and send out outpatient notification letters or notifying by phone where necessary.

Booking, amending, rescheduling or cancelling clinics as requested by the secretary or Assistant Service Manager.

Deal with daily internal and external post.

Scanning paper records and notes onto electronic patient record

Responsible for the escalation of risks or pressures in achieving data completion.

Show empathy when dealing with emotionally distressed patients or family members.

Be able to concentrate whilst working in a busy, potentially noisy environment.

To have comprehensive understanding of the duties of, and provide support to, the secretaries. This includes duties such as prioritising and arranging appointments, maintaining the appointment system(s), preparing clinic packs in readiness for clinics and patient’s records are to be scanned and returned to the Records Library.

Any other duties relevant to the area of work.

Detailed job description and main responsibilities

The Post Holder is a member of the Paediatric Secretarial team responsible for the  administration of Paediatric clinics, and will need to work strictly within the GDPR  Information Governance guidelines, with accuracy ensuring that clinic letters are sent in a  timely way, and that documents are scanned correctly into patient’s electronic record.  Duties include ensuring the correct and timely input of patient information onto the Patient  Administration System (PAS) and providing a high quality supporting service within the  Paediatric Secretarial Team. The Post Holder must be able to communicate well with  patients and their relatives, the general public and a wide range of multi-professional staff,  internal and external to the Trust. In order to provide a support service to the clinical staff,  a versatile approach is essential and the ability to cope with a large number of different  tasks simultaneously is a prerequisite of this post. All aspects of this role should be carried  out in line with Trust Policies and Procedures on data collection and confidentiality.  Confidentiality in all matters is of the utmost importance. To support the delivery of a high  quality, safe and compassionate healthcare service, all staff are expected to act as a role  model to others in all aspects of their work and consistently demonstrate the Trust values.