Assistant Administrator
Job Description
Job title: Assistant Administrator
Company: NHS
Job description: The Therapies Outpatient services are working hard to ensure that we put patient care and their rehabilitation at the heart of everything we do. We are on an exciting improvement journey and can offer you a rewarding, flexible and supportive role in assisting with the delivery and provision of a full range of rehabilitation services within East Kent.We are currently recruiting into an exciting administration position working amongst some of the many outpatient therapies services, including Physiotherapy and Occupational Therapy. You will have an opportunity to work amongst the administration team providing an efficient and streamlined service for patients.Main duties of the jobThe role is responsible for supporting the provision of an efficient and streamlined Outpatient appointment booking and administrative service to patients for the Therapies Department across East Kent. You will be required to maintain a high standard of customer service skills when dealing with staff, relatives, visitors, clinical staff and other administration colleagues.This role will be the first point of contact, answering and responding to internal and external enquiries received in the department, adhering to targets set by the department and Trust.The role will ensure all clinics are utilised Trust wide within the different sub-specialities, escalating capacity and demand issues on a daily basis using a range of information reports. A key task of the role is undertaking work and effectively managing patients through multiple National and Local IT systems, providing expert working knowledge and understanding whilst supporting patient care, other departments and service users.Within Therapies customer service is the focus of all tasks, providing a high-quality service to all patients, relatives, staff and visitors to the Therapies department in a professional, courteous, respectful and confidential manner.About usWe are one of the largest hospital trusts in England, with three acute hospitals and community sites serving a local population of around 700,000.We also provide specialist services for Kent and Medway.We care about our patients and our people. We are focused on providing outstanding, safe patient care, and a positive working culture that benefits staff and patients alike. With our emphasis on staff training and development, a staff support scheme that’s second to none, and a healthy package of benefits, it’s easy to put down roots in East Kent Hospitals.Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.Please note that if you require a Certificate of Sponsorship to work in the UK you must declare this on your application form, even if you currently have a certificate of sponsorship or a work permit for another role and are already working in the country. Please note we are only able to sponsor candidates on a Skilled Worker Visa applying for roles Band 5 and above.Date posted16 September 2024Pay schemeAgenda for changeBandBand 2Salary£23,615 a year per annumContractPermanentWorking patternPart-time, Flexible workingReference number344-5238DCBJob locationsQueen Elizabeth the Queen Mother HospitalRamsgate RoadMargateCT9 4ANJob descriptionJob responsibilities
- Communication/Patient Experience:
- Answer and respond to internal and external telephone enquiries received in a professional and timely manner, promoting excellent customer service skills.
- Providing excellent customer service using scripts to follow processes and listening skills to ensure quality patient experience and satisfy their need.
- Assisting recording and responding to patient needs such as Interrupter services via email to support AIS (Accessible Information Standard).
- Inviting patient feedback and refer the views of patients, relatives and staff about the standard of care to the line manager.
- Working in a person-centred way with all members of the healthcare team.
- Planning & Organisation:
- Preparing clinical records for clinics.
- Liaising with Transport Services for patients as and when required.
- Updating PAS system for the purpose of recording all patient activity and patient personal data.
- Assisting with enquiries from clinical teams.
- To monitor the progression of any orders for equipment, both medical and non medical, and staff training and respond quickly to resolve any issues in their delivery.
- Progression of Patient Pathway:
- To support the Trust in achieving both National and local NHS standards including the 18-week RTT by booking in accordance to the relevant sub-specialities within Therapies. All referrals and appointments must be booked accurately in line with Standard Operating Procedures and agreed with the patient to adhere to the Patient Access Policy.
- Ensuring all DNAs are discharged or re-appointed, as directed by the clinician in accordance with Patient Access Policy.
- To identify private, overseas and inter-provider patient referral and follow procedures in place.
- To assist in ensuring all clinic outcome forms are cached up in line with the Trust Policy.
- Personal Development:
- Develop and maintain a competency folder.
- Give feedback on any study days attended to enable sharing of knowledge.
- Participate in an annual performance review with relevant updates and to follow a personal development plan as agreed with line-manager.
- Undertake all mandatory training.
Job descriptionJob responsibilities
- Communication/Patient Experience:
- Answer and respond to internal and external telephone enquiries received in a professional and timely manner, promoting excellent customer service skills.
- Providing excellent customer service using scripts to follow processes and listening skills to ensure quality patient experience and satisfy their need.
- Assisting recording and responding to patient needs such as Interrupter services via email to support AIS (Accessible Information Standard).
- Inviting patient feedback and refer the views of patients, relatives and staff about the standard of care to the line manager.
- Working in a person-centred way with all members of the healthcare team.
- Planning & Organisation:
- Preparing clinical records for clinics.
- Liaising with Transport Services for patients as and when required.
- Updating PAS system for the purpose of recording all patient activity and patient personal data.
- Assisting with enquiries from clinical teams.
- To monitor the progression of any orders for equipment, both medical and non medical, and staff training and respond quickly to resolve any issues in their delivery.
- Progression of Patient Pathway:
- To support the Trust in achieving both National and local NHS standards including the 18-week RTT by booking in accordance to the relevant sub-specialities within Therapies. All referrals and appointments must be booked accurately in line with Standard Operating Procedures and agreed with the patient to adhere to the Patient Access Policy.
- Ensuring all DNAs are discharged or re-appointed, as directed by the clinician in accordance with Patient Access Policy.
- To identify private, overseas and inter-provider patient referral and follow procedures in place.
- To assist in ensuring all clinic outcome forms are cached up in line with the Trust Policy.
- Personal Development:
- Develop and maintain a competency folder.
- Give feedback on any study days attended to enable sharing of knowledge.
- Participate in an annual performance review with relevant updates and to follow a personal development plan as agreed with line-manager.
- Undertake all mandatory training.
Person SpecificationExperienceEssential
- Experience in a customer focused role dealing with the public both on the telephone or/and in person.
- Clerical/Administrative experience.
Desirable
- Previous NHS experience.
- Experience of using a Patient Administration System (PAS).
- Previous procurement or stock management experience
SkillsEssential
- Ability to effectively communicate with patients, colleagues and all service users, both written and verbally.
- Ability to work under pressure and meet deadlines whilst maintaining a high standard of accuracy and attention to detail.
- Confidence to handle difficult conversations with patients, staff, relatives and carers whilst maintain a high level of customer service.
- Good keyboard skills.
- Ability to work effectively in a busy team, adjust to change and motivate others.
- Ability to prioritise and organise own workload.
Desirable
- Working knowledge of Outpatient booking procedures and NHS standards.
- Desire to learn new skills.
KnowledgeEssential
- Knowledge of IT skills and a variety of software packages.
Desirable
- Office experience.
QualificationsEssential
- Good level of education including Maths and English Language qualifications GCSE grade C above.
Desirable
- Willing to learn and work towards further qualification.
Other RequirementsEssential
- To be aware of and adhere to the Trust We Care Values
- Respecting each other working as part of a team
- Flexibility
Person SpecificationExperienceEssential
- Experience in a customer focused role dealing with the public both on the telephone or/and in person.
- Clerical/Administrative experience.
Desirable
- Previous NHS experience.
- Experience of using a Patient Administration System (PAS).
- Previous procurement or stock management experience
SkillsEssential
- Ability to effectively communicate with patients, colleagues and all service users, both written and verbally.
- Ability to work under pressure and meet deadlines whilst maintaining a high standard of accuracy and attention to detail.
- Confidence to handle difficult conversations with patients, staff, relatives and carers whilst maintain a high level of customer service.
- Good keyboard skills.
- Ability to work effectively in a busy team, adjust to change and motivate others.
- Ability to prioritise and organise own workload.
Desirable
- Working knowledge of Outpatient booking procedures and NHS standards.
- Desire to learn new skills.
KnowledgeEssential
- Knowledge of IT skills and a variety of software packages.
Desirable
- Office experience.
QualificationsEssential
- Good level of education including Maths and English Language qualifications GCSE grade C above.
Desirable
- Willing to learn and work towards further qualification.
Other RequirementsEssential
- To be aware of and adhere to the Trust We Care Values
- Respecting each other working as part of a team
- Flexibility
