Viral Hepatitis/IBD Admin Officer

Job overview

We require a friendly, hardworking, enthusiastic person to work within the Gastroenterology department to support the viral hepatitis & IBD nursing teams.

With a key eye for details and exceptional typing skills, you will provide a service to turnover letters within target deadlines and update databases, validate patients’ pathways and general administration duties.

You will be focused, motivated and independently working, taking direction from the Administration Manager.

The post holder will be required to work as part of the administration team and provide cross cover during periods of staff absence within the directorate as and when required. This support should be provided between the hours of 08:00 am to 16:00 unless otherwise specified at a local level.

To provide effective input into the work of the Trust, to support the achievement of our vision and values.

Main duties of the job

Data inputting and keeping national & local database up to date.

Arranging new and follow up appointments for Gastroenterology patients.

Ensure all correspondence for clinical team, including clinical letters, discharge summaries, results, minutes of meetings etc are typed and dispatched promptly.

The majority of the correspondence will be audio/digital dictation which is measured to a Trust turnaround target.

Deal with telephone enquiries from patients, relatives, carers, and all staff groups providing information, directing, and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.

Detailed job description and main responsibilities

Deal with concerned patients/relatives with empathy, patience, and discretion, especially when conveying sensitive information.

Ensure confidentiality is maintained in all communications and that documents and other sensitive information are always secure.

Support with communication for all medical, professional, and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries.

Test/investigation results are to be tracked, and clinical staff are to be alerted of these outcomes to ensure that urgent and abnormal results are actioned quickly.

Support the nursing team to encourage individuals living with, and at risk of, Viral hepatitis, but who are not yet engaged in treatment, access healthcare services.

Support the nursing team to encourage individuals living with inflammatory bowel disease to access healthcare services.

Support with communication for all medical, professional, and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries.

Liaise with other hospital departments, GPs and other health care agencies when required.

Assist with coordination of clinical activity related to the subspecialties within Gastroenterology, including the booking of appointments, patient contact and outcoming of appointments.

Supporting the management and validation of patient’s pathways including the tracking of live databases.

Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and annual leave.

Assist in the coordination of Clinical Teams’ diaries to ensure effective time management.

Assist and help colleagues when the need arises, supporting with typing for other nurse’s specialist or consultants within the department.

Provide general admin services including photocopying, filing, and other office routines.

Any other general administrative duties decide by the Administration Manager or Senior Clinical lead nurse for the service.