Clinical Office Administrator, Obstetrics & Gynaecology

Ashford and St. Peter's Hospitals NHS Foundation Trust; Chertsey; On-site; GBP 20,000 - 30,000; Full time

Job summary

A prominent NHS healthcare trust in Chertsey is looking for a Clinical Office Administrator to provide comprehensive administrative support in the Gynaecology department. The ideal candidate will have excellent communication skills and the ability to manage queries from patients and medical staff effectively. This position requires someone who can prioritize tasks in a busy environment and is committed to maintaining confidentiality. Full training on relevant systems will be provided.

Benefits

Excellent pension scheme

On-site Nurseries

On-site staff cafes

On-site parking

Support in career development

Salary Sacrifice schemes

Qualifications

• Knowledge of healthcare administrative systems is desirable but training will be provided.
• Excellent verbal and written communication skills are essential.
• Ability to manage competing demands in a busy environment.

Responsibilities

• Provide administrative support to the Clinical Office.
• Liaise with patients, GPs, and clinical staff regarding enquiries.
• Ensure confidentiality is maintained at all times.

Skills

Organisational skills

Communication skills

Ability to remain calm under pressure

Prioritisation skills

Tools

Millennium ePR (Cerner)

Dictate IT

ERS

Evolve

Job description

Overview

An exciting opportunity has arisen for a Clinical Office Administrator to join our busy Gynaecology clinical office at Ashford and St Peter's Hospital. The post holder will be responsible for providing an excellent and comprehensive administrative support to the team. You will need to liaise with patients, GPs and Clinical staff whilst dealing with enquiries by letter/e-mail and telephone.

Responsibilities

• Provide clerical support to the Clinical Office.
• Deal with enquiries by letter/fax/email/telephone from patients, GPs, other hospitals and Consultants.
• Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using the transcription service. Once letters are approved by clinicians, send off (electronically or by post).
• Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to consultants and which may be passed to other areas for information or action.
• Use of the Trust's Evolve system, which manages Electronic Medical Records. Prepare documents for scanning by creating appropriate cover sheets and delivering notes to the scanning department.
• Establish good levels of communication and liaise with other secretaries, medical staff and other departments and hospitals.
• Ensure that confidentiality is maintained at all times.
• To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.
• Support the Clinical Office Administrative Co-ordinators and work as part of the administrative team to ensure clinic letters are downloaded, printed and proof read using the transcription service; once approved, sent electronically or by post.
• Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator for actions (e.g. add to waiting list).
• Exercise independent judgement and initiative when problems arise, taking the necessary action to resolve or referring to the appropriate person.
• Demonstrate competent use of Millenium EPR (Cerner), after training in accordance with required departmental standards of work.
• Liaise with all staff concerned with patient services (e.g. medical, nursing, medical records, X-ray and management).
• Managing own workload, prioritising as necessary; work as part of a team and assist with the training of new and temporary staff. Provide support and advice to all immediate team members and colleagues across the Trust.
• Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.
• Through self-development, continuously update knowledge of new trends and maintain and improve knowledge and competence.
• Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.
• Undertake all mandatory training as required by the Trust.

Desirable skills and qualifications

• Knowledge of systems such as Millennium ePR (Cerner), Dictate IT, ERS and Evolve would be desirable, but not essential as full training will be provided.
• Excellent organisational and communication skills both written and verbal; ability to remain calm in a busy environment; strong prioritisation of competing demands and flexibility to adapt to changing service needs.

About Ashford and St. Peter's Hospitals NHS Foundation Trust

Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond. Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff work across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey. We also run many specialist clinics in the community and local community hospitals and other healthcare facilities. Our vision is to be one of the best healthcare Trusts in the country. We are committed to providing continuous professional development and flexibility to shape our workforce around our patient care. We are expanding our theatres at Ashford Hospital and moving towards this becoming our dedicated elective centre.

Benefits

• Excellent pension scheme and annual leave entitlement
• On-site Nurseries
• On-site staff cafes
• On-site parking
• Support in career development
• Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronics