Administrator / Support Secretary

Cardiff and Vale University Health Board; Luton; On-site; GBP 21,000 - 25,000; Full time

Job summary

Bedfordshire Hospitals NHS Foundation Trust is seeking an administrative professional for the Paediatric Department in Luton to support patient pathways. You will manage bookings, referrals, waiting lists, and clerical tasks while ensuring high data quality and confidential handling of information.

You will be the first point of contact for patients and healthcare staff, organise MDTs, and assist with diary management.

Qualifications

• GCSE Maths & English or equivalent.
• Knowledge of record systems/databases with proven experience.
• Experience in working within a confidential environment; NHS experience preferred.
• Experience in Colorectal or Outpatient bookings; strong interpersonal skills.
• Ability to adapt in a changing environment; excellent keyboard skills.

Responsibilities

• Provide a customer focused service to patients and families in a polite and courteous manner.
• Handle queries confidentially and refer clinical queries to staff.
• Act as first point of contact for patients, GPs, and other departments.
• Manage diaries, arrange MDT meetings, prepare agendas and distribute outcomes.
• Book appointments, add patients to waiting list and enter 18 week coding data.
• Typing of clinic letters, logging referrals and answering patient calls.
• Advise patients on appointments and pathways; liaise with interpreters when needed.
• Provide cover across the team and escalate capacity issues as required.

Skills

Gcse maths & English

Excellent communication

Advanced keyboard skills

Good organisational skills

Multi-tasking

Confidential environment experience

NHS experience

Interpersonal skills

Education

Gcse Maths & English or equivalent

Tools

IPM system

Record systems/databases

Job description

The post holder will be working in the busy Paediatric Department at the Luton and Dunstable Hospital. They will be part of a team who provide the administration of the patient pathway. As part of a team, the post holder will be booking patients, logging referrals, adding patients to the waiting list, taking calls and contacting patients, typing and other administrative duties to support the clinical and admin team. The post holder will utilise relevant IT systems, maintaining a high standard of data quality at all times.Main duties of the job Provide a customer focused service dealing with all patients and families / carer's in an efficient, polite and courteous manner. Handle queries from patients/relatives confidentially and sensitively; referring clinical-related queries to appropriate staff. Acting as the first point of contact for patients, GPs, and other departments; providing information and relaying messages to clinicians. Managing correspondence, filing, and supporting Consultant's with diary management Organising MDT meetings, preparing agendas, and distributing outcomes Book appointments in accordance with the Trust Access Policy and standard operating procedures. Add patients to the waiting list and enter 18 week coding data onto the IPM system. Typing of clinic letters, proof reading, printing and posting. Logging referrals. Answering calls from patients and ringing to book patients in. Take and relay as appropriate, telephone enquiries and messages, using initiative and prioritising skills when disseminating information. Provide advice with regards to appointments to patients and relatives on the telephone., Interact with patients and relatives in distress in a sensitive and empathetic manner. Arrange interpreter services where indicated. Provide cover across the team as and when required. Filing, and other general office duties. Escalate any capacity issues via the local escalation process. Liaise with internal and external colleagues to share patient pathway information and diagnostic information, and expedite patient journeys where required. To be able to contribute to continuous service improvement initiatives by highlighting areas for improvement. Be aware of the targets in the NHS plan and how actions taken in everyday procedures affect these targets.

• Good standard of Education - GCSE Maths & English or equivalent
• EDCL or equivalent experience, Knowledge of record systems/data bases with proven experience
• Experience in working within a confidential environment, Previous NHS experience
• Previous experience working in Colorectal or Outpatient bookings, Well-developed interpersonal skill - able to converse in a positive manner at all levels
• Ability to adapt in an ever changing environment
• Advance keyboard skills
• Excellent communication skills both written and verbal
• Ability to adapt to change within the working situation, Proven ability to multi-task, be flexible, adaptable, motivated, reliable, willing and able to take personal responsibility
• Good organisational skills Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.