Senior Administration Assistant

Job overview

We are looking for a enthusiastic, friendly, confident empathetic  Administration Assistant to join our very busy and dynamic clerical team within the COPD/Oxygen Department.

You will be required to advise and supervise clerical staff, plan and book appointments and keep accurate written records. There will be some statistical / audit work required.

You will need to possess excellent communication skills, analytical skills and decision making skills and be confident and empathetic when dealing with highly stressful situations.

This vacancy may close early if a sufficient number of applications are received.

Main duties of the job

• To advise and supervise clerical staff, plan and book appointments and keep accurate written records.
• Type and send outcome letters to multidisciplinary team following nurse led assessments.
• Some statistical / audit work will be required.
• Be Competent on trust IT systems and telecoms.
• Work well within a team as well on their own initiative.
• Work collaboratively with GP and community partners.

Detailed job description and main responsibilities

• Supervises and prioritises the workload of the clerical team. Work flexibly with other staff to maintain an efficient service, especially in times of absence (leave /sickness) to ensure adequate cover is provided.
• Maintains the Oxygen Service diaries and electronic templates by co-ordinating appointments for the service.
• Manage Outpatients appointments
• Lead nurse diary meetings etc
• Advise Oxygen Lead nurse of trends in referral /waiting times for appointments in line with targets.
• Monitors attendances and DNAs, reports to lead nurse and ensure appropriate follow ups are arranged as per protocol.
• Act as first point of contact for all communications to the service. Filter and prioritise communications for the lead nurse and the wider team.
• Receive and process mail, referral letters and telephone calls
• Establish and maintain effective and efficient filing systems
• Produce reports using Microsoft / Excel applications
• Data input of service/patient results
• Maintain Oxygen register
• Exercise judgement when dealing with patient enquires (some calls are of an emotional distressing nature) and call lead nurse / sister when required.
• Responsible for ordering stationary/office/ medical equipment
• Responsible for the implementation and maintenance of systems within the service eg EPR, Patient Centre
• Constantly review working practises and implement change where required
• Represent the clerical staff at meetings where policy and service development/changes are discussed
• Combination of sit for lengthy periods and walking, touch typing, telephone enquiries, in putting data and word processing most of the day.
• Required to sort, file, handle bundles of notes daily required to manoeuvre within the medical library and note trolleys.
• Frequently concentrate on multiple tasks throughout the day coping with interruptions.
• Dealing with phone calls.
• Booking and rearranging clinics
• Deal with queries from patient and staff
• Required to give patient news that appointments have been cancelled and rearranged
• Direct exposure to sensitive patient information whilst handling medical records/taking phone calls