Administration Assistant

MAX FORTUNE, INC.; Northampton; On-site; GBP 20,000 - 28,000; Full time

Job summary

A healthcare organization in Northampton is seeking an Administrative Assistant to support the Medical Division. The successful candidate will assist clinicians and nurses, manage patient communications, and provide essential administrative services. Key skills include excellent communication, organizational ability, and compassion. This role is integral to the smooth operation of the Neurology outpatient service, contributing to patient care and safety.

Qualifications

• Ability to support healthcare professionals in administrative tasks.
• Experience in handling sensitive information with discretion.
• Must demonstrate compassion and empathy towards patients.

Responsibilities

• Support a defined team of clinicians, nurses, and healthcare professionals.
• Act as the first point of contact for patients requiring urgent advice.
• Provide general administrative services, including copying, filing, and typing.

Skills

Communication skills

Organizational skills

Team collaboration

Customer service

De-escalation skills

Job description

Administrative Assistant – Medical Division

An exciting opportunity has arisen to join the Medical Division as an Administrative Assistant. The successful applicant will assist predominantly in the smooth running of the Neurology outpatient service and work closely with the Specialist Nursing Teams.

Key Responsibilities

• Support a defined team of clinicians, nurses, and other healthcare professionals as part of the administration team.
• Provide cross‑cover during periods of staff absence within the team and other teams within the Division as required.
• Act as the first point of telephone contact with patients that may require urgent advice, care or prescription‑related information.
• Provide general administrative services, includingopying, filing, typing duties, posting documentation and other office routines.
• Deal with enquiries on behalf of the Clinical Team by telephone, personal contact or correspondence and ensure appropriate action.
• Ensure relevant health records and prescription charts are available to the Clinical Team and anticipate demand wherever possible.
• File and scan all correspondence and documentation promptly, cross‑referencing as necessary.
• Prepare and collate information and input to the database as required, in conjunction with Trust requirements.
• Assist with the patient pathway, including booking telephone clinics onto CAMIS, processing diagnostics and tests and ensuring timely treatment.
• Pass on test and investigation results to the Clinical Team in a timely manner.
• Order stationery and clinical supplies via EPROC.
• Check blood results on NHS systems and ensure abnormal results are escalated to the clinical team.
• Liaise with other hospital departments, GPs and other healthcare agencies to communicate complex and sensitive information clearly.
• Prepare and check documentation for external reports and send blood reports to GPs on request.
• Update appointment diary, booking appointments while considering staff availability, weather, main clinic activity and type of treatment.
• Monitor appointments to ensure drug charts are taken to pharmacy and medication is available prior to patient appointment.
• Monitor progression of prescription requests after outpatient appointments to ensure timely delivery via the in‑home delivery service.
• Send blood monitoring reminder letters to patients when they fall behind on monitoring.
• Keep accurate records of all home‑care companies and prescriptions.
• Receive and log telephone calls via the Neurology helpline and email, prioritise clinically urgent cases and escalating to the clinical team.
• Prepare and collate administrative packs for the clinical team.
• Provide support and reassurance to distressed patients, assessing clinical needs and signposting to A&E or other services if required.
• Actively participate and contribute in departmental meetings, working collaboratively with the Nursing team to implement policies and procedures and undertake service development in line with Trust policy and guidelines.
• Use de‑escalating and negotiation skills to deal with challenging situations.

Background & Values

Northampton General Hospital NHS Trust is one of the largest employers in the area and we are on an exciting journey. All our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered 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.

The Hospital Group encourages applications from people who identify from all protected groups. We understand that we need to work with colleagues from diverse backgrounds and ensure the environment they work in is inclusive and collaborative.

We recognise the valuable contribution that the Armed Forces community make to our organisation. We have signed the Armed Forces Covenant and achieved Silver Award under the Armed Forces Employer Recognition Scheme.

We have active Networks that promote and support colleagues from all backgrounds to ensure everyone feels supported and has a sense of belonging.

Please submit your application as soon as possible – we reserve the right to close any adverts before the closing date once we have received sufficient applications.