Day Hospital Administrator

Job summary This is your chance to be part of an amazing Admin team where patient care is at the centre of everything we do.
Do you want to make a difference to each patient's experience of the NHS as they proceed through their journey?
We are looking for a bright and friendly person to join our admin team in the Day Hospital.
You should be a organised and well-motivated person with a positive, mature and flexible approach to your work and have a passion for supporting and developing services within a continually evolving Day Hospital service.
Applicants must be able to work as part of a small but very busy team that interacts with clinicians on a daily basis You will join a welcoming and motivated Team, all of whom do their very best to ensure an effective administrative service is provided to support our patients.
The Day Hospital is an award winning service that specialises in management of falls, stroke rehabilitation, and Parkinson's disease as well health prevention strategies and treats a wide range of multi pathologies affecting the older person Base Location: Christchurch Hospital Interview Date: TBC Main duties of the job To assist the Day Hospital with the administration and clerical duties as required by the needs of the service.
To assist with all office duties as required under direction of the Clinical lead.
This may include but not limited to typing, booking appointments, patient transport and co-ordinating administrative tasks.
To provide an outstanding level of customer service to all patients attending the Day Hospital, ensuring the Trust Values are embedded in everything we do About us Our values define who we are as #TeamUHD.
They underpin everything we do now and in the future.
They define how we treat our patients, visitors, and each other, our valued teammates and colleagues.UHD are investing in services across the Trust, with many being transformed and developed following merger and the New Hospital Programme.This means that some services may move site this year or next, either temporarily or long term.
Recruiting Managers interviewing for this role will be happy to answer any specific questions that you have about this at interview.
Job description Job responsibilities To provide an outstanding reception service to all patients and visitors attending the Day Hospital.
To deal with all enquires via the telephone in a professional and courteous manner escalating any patient or community service concerns or complaints to the Clinical Lead.
To liaise with agencies external to the department other hospital departments, GP Surgeries and other community services.
Communicate appropriately with confused and / or aggressive or wandering patients.
To forge strong working relationships with colleagues, clinical staff and the senior management.
Use electronic dictation software to type clinical letters to GPs and other community services as required by the multidisciplinary team.
To provide basic IT support to the clinical teams.
Analytical and Judgemental Skills To make sound decisions regarding patients requests to cancel or rebook appointments adhering to Trust Policy.
Planning and Organisational Skills Ensure that basic keyboard skills are up to date to enable the accurate input of data.
To ensure all entries are accurate and added in a timely manner, alerting the Clinical ead if any patient notes / patient information are not available for inputting on to the relevant computer system.
Responsibility for Patient/Client Care, Treatment and Therapy In an emergency situation, the administrator (s) would be expected to respond appropriately for the patients wellbeing.
To process all referrals made to the Day Hospital in a timely manner using the hospitals referral systems ( Image Now and e-Referral Service)Use of hospital computer systems ( e-Camis), to book patient appointments and that they meet the RTT deadline into the relevant clinics ensuring they are out comed at the end of the day.
Use of hospital computer systems ( e-Camis), to admit and discharge patients.
To book and co-ordinate hospital transport for patients.
Use the CRT system to electronically move / transfer / locate patient notes.
Able to upload patient notes and correspondence directly to EPR.
Responsibility for Policy / Service Development Be responsible for ensuring case notes are maintained as per Trust Policy To ensure the Trust Infection Control policies are followed at all times.
To be familiar with Trust Guidelines towards violence and aggression and to be able to summon assistance to diffuse situations in the work place.
Undertake word processing, data input using Word and Excel.
Supporting the Admin Lead in the production of statistics, using charts and graphs to showing activities and be involved with patient first and service development projects within the administration team.
Responsibility for Finance, Equipment and Other Resources To have an understanding of cost pressures within the NHS and to ensure consideration is taken when ordering stock etc.
Order stationary, and ensure sufficient stock is available.
Responsibility for Human Resources, Supervision, Training, HR Advice and Management Assist with the orientation of new with the cascade training of staff relating to computerised systems.
Demonstrate to new staff the Trusts filling system.
Responsibility for Information Resources and Administrative Duties Request notes from Medical Records ensuring availability for Medical / Nursing Staff Be responsible for the recording of information relating to patient's clinic attendance, admission and the discharge of patients.
Ensure e-Camis is complete accurately whilst on duty, depicting an accurate picture of the patient care pathway, and that it also matches other hospital systems ( Symphony).Responsible when on duty for the appropriate computerised transfer of notes.
Email confidential information when required.
Ensure information accurate and provide sufficient labels for clinical need.
Responsibility for Research and Development Undertake surveys and audits as necessary to own work.
staff survey.
Freedom to Act To work within the Trust policies and uphold the Trust values.
To organise own work and to take action on own initiative regarding problems and enquires.
Mental, Physical, and Emotional Effort Both mental and emotional effort whilst continually dealing with patients and colleagues on the phone and face to face.
Any Other Specific Tasks Required To assist in maintaining the cleanliness and tidiness of the departments and its equipment.
This role involves a combination of sitting for long periods using a personal computer with short and long periods of standing and walking.
Ensure able to cope with the many interruptions which the team encounters whilst trying to complete tasks.
During each shift there will be a need to lift patient notes, whist adhering to the Trust Manual Handling Policy.
Saturday working on a rota basis will be required as part of this role.
Any other appropriate duties as may be required by the Team.
Person Specification Qualification Essential RSA II or equivalent touch typing / keyboard skills GCSE in English and Maths or equivalent NVQ Level 3 in Business Administration or equivalent experience Desirable Evidence of continuous personal development Experience Essential Previous experience in an administrative post within the NHS Desirable Experience in working as a medical secretary Experience of supporting service improvements Technical Skills competencies Essential Computer literate with word processing skills Ability to make accurate and timely entries Intermediate knowledge and understanding of MS Office programmes including Outlook, Word and Excel Desirable Audio typing skills Medical terminology Knowledge Essential Understanding of office produces Understanding of secretarial procedures Date accuracy Collation of Information Able to work as part of a team and independently Able to deal with enquires by phone and face to face in a professional manner Approachable Effective communicator Desirable An understanding of the Referral to Treatment (RTT) Hospital Systems e-Camis / Symphony and EPR Other requirements specific to the role Essential Ability to deal with sensitive issues Ability to priories work and organise workload Personal attributes Essential Good verbal and written skills Able to work under pressure and multi-task Well presented Flexibility Language Essential Be able to speak English as necessary to undertake the role