Administration Assistant

Northampton General Hospital; Shire Of Northampton; On-site; AUD 60,000 - 80,000; Part time

Job summary

A healthcare institution in Western Australia seeks a part-time Administration Assistant to support the Gastroenterology & Endoscopy department. The role involves clerical support, patient communication, and appointment management. Ideal candidates have excellent customer service skills, are well-organized, and can work effectively in a team. Previous experience in an NHS or similar setting is preferred.

Qualifications

• Experience in a busy office environment required.
• Ability to work under pressure and meet deadlines.
• Understanding of NHS operations is a plus.

Responsibilities

• Provide general administrative services as required by the department.
• Support with the booking of Gastroenterology and Endoscopy appointments.
• Liaise with other hospital departments and agencies.

Skills

Attention to detail

Organizational skills

Written and verbal communication

Teamwork

Microsoft Office proficiency

Education

Minimum of 3 GCSEs at grade 4 or above, including English

NVQ Level 2 or equivalent experience

Tools

Microsoft Word

Microsoft Outlook

Job description

A vacancy has arisen for a part time Administration Assistant to work within the busy Gastroenterology & Endoscopy department at Northampton General Hospital.

We are looking for an enthusiastic person to join the team. The successful candidate will have a flexible and positive attitude, a committed team player, able to work well under pressure, and have excellent customer services skill as this role involves being patient facing.

The post holder will be responsible for providing clerical/administrative support within our services, using IT systems to capture patient activity. They will work as part of the administration team and provide cross cover during periods of staff absence within their team and other teams within the division as and when required.

Main duties of the job

The main duties of the job will include but not limited to; booking outpatient appointment, communicating with patients via telephone, dealing with incoming and outgoing post, scanning and filing and liaising with other services and external companies to arrange services including transport.

About us

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

We are a Defence positive trust, supporting our reservists, veterans, spouses and partners.

The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

Job responsibilities

Provide general administrative services as required by the department, cover both Gastroenterology and Endoscopy.

Support with the booking of Gastroenterology appointments and Endoscopy procedures.

Receive and sort daily post, date stamp and distribute as appropriate.

Photocopying, faxing and posting documentation.

Deal with telephone or face-to-face enquiries within agreed limits and take appropriate actions.

Support with management of outpatient waiting lists.

Update the relevant databases and patient information systems when required.

Prepare case note folders and complete necessary documentation for all new patients.

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

Provide cross-cover within team during absence.

Person Specification

Educations, Training and Qualifications

• Minimum of 3 GCSEs at grade 4 or above, including English or equivalent
• NVQ Level 2 or equivalent experience

Knowledge and Experience

• Knowledge of office procedures
• Good written and verbal communication skills
• Courteous, tactful and efficient telephone manner
• Proficient in Microsoft packages; including Word and Outlook
• Experience of working in a bus office environment
• Planning and organisational skills
• Work well as a team
• Experience of working in the NHS
• Experience of working with Patient Administration Systems

Skills

• Developed attention to detail and accuracy
• Organisational skills and the ability to work methodically and prioritise.
• Ability to cope under pressure and meet deadlines
• Ability to help build effective working relationships at all levels of staff including consultants, junior medical staff, practitioners, nurses, technicians, managers and others as required
• Able to maintain confidentiality at all times
• Ability to sit and work at a desk/ VDU for long periods of time.

Key Competencies/Personal Qualities and Attributes

• Self-motivated
• Ability to work in a team
• Confident to establish and maintain good working relationships
• Must be able to understand the needs of the patients and deal with them with tact and sensitivity

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.