About this role
Job summary
An exciting opportunity has arisen for someone to join the Oral and Maxillofacial Clinical Office at Ashford Hospital.
A 34 hour role of the Clinical Office Administrator is required to provide clerical support within the main clinical office; it requires a high level of organisational skills and someone who is good at communicating with a wide range of health care professionals as well as patients and their relatives.
The successful candidate will be responsible for many roles including organising timetables, dealing with clinic capacity and the outpatient waiting lists for both new and follow up patients.
Computer skills are essential, and training will be given on hospital administration systems.
In return we offer opportunities for training and development, access to the NHS Pensions Scheme, work perks, NHS discounts; opportunities for flexible working and on-site childcare provision (nursery).
For any informal enquiries through email only, please contact Zoe Tribe at [email protected].
Main duties of the job
The Clinical Office Administrator will provide a comprehensive support administrative service to the Consultants, their medical team and their administrative colleagues. They will be expected to organise their workload with the Consultants and their teams and co-ordinate their activities with other Clinical Office Administrative Co-ordinators to ensure that an efficient service is provided. The Clinical Office Administrator will carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work. It is essential that the Clinical Office Administrator should exercise initiative commensurate with the role and vital that confidentiality be maintained at all times. Cross cover to the Orthodontic Department will be provided during periods of annual leave or as required.
About us
Ashford and St. Peters Hospitals NHS Foundation Trust is the largest provider of acute hospital services to Surrey residents, serving a population of 410,00 people and employing approximately 4,800 staff.
Our vision is to provide an outstanding experience and best outcomes for patients and the team. We are committed to providing continuous professional development and flexibility to deliver our workforce plan.
We are part of a collaborative Group with the Royal Surrey NHS Foundation Trust. As part of this partnership, colleagues may occasionally work across both organisations to support shared services, development opportunities and patient care.
St Peter's Hospital delivers complex medical and surgical care, maternity and emergency services. Day and orthopaedic surgery, ophthalmology and outpatient services are delivered at Ashford Hospital. Additional services are delivered at Woking Community Hospital.
Our Values provide us with the behaviours we respect and can commit to. By living our values through our everyday interactions, we can build a stronger, more resilient, and forward- thinking organisation, guiding us to achieve success and make a positive impact on how we deliver our services.
We can offer you the full range of NHS benefits and discounts.
Please note that adverts may close early, so early application is encouraged.
For more information about careers at ASPH please visit:www.asph-careers.org
Job description Job responsibilities
Providing administrative cross cover to the Orthodontic Department during periods of annual leave or as required.
To liaise directly with patients to book, cancel, and rebook any outpatient appointments or procedure dates. To be responsible for sending out relevant appointment letters and cancelling/rebooking patients appointments. Responsible for checking all clinic letters are completed accurately and outcomes actioned and recorded on Millenium EPR. Dispose of outstanding uncashed clinic outcomes on Millenium EPR. Monitor overbooking of clinics and arrange additional clinics to meet 18 week and cancer targets in conjunction with clinicians and Service Managers. Using FDP on a daily basis, liaise with the Patient Pathway Team across the Trust as a whole, to ensure co-ordination of all elements of the patient pathway. This may include highlighting patient target dates to ensure that investigations/diagnostics are carried out and results received in a timely manner. To liaise with the Appointments Centre regarding outpatient clinic bookings as necessary and ensure patient follow up appointments are booked as soon as results are known and are available for clinic appointment. To be responsible for, and actively manage specialty waiting lists, out-patient procedure bookings on behalf of the specialty Clinical Team to ensure that the patient reaches the point of treatment within relevant timescales. Monitor patients who are sent to other Trusts for treatment to ensure they do not breach 18 weeks (MDS forms) in conjunction with Patient Pathway Team. To highlight any potential breaches or delays in the patients pathway to the Team Leader, Patient Pathway Team or Service Manager according to the Trusts escalation policy. Demonstrate an understanding and reassuring manner when dealing with patients and their relatives. Undertake all mandatory training as required by the Trust. Any other duties relevant to the above tasks.
Person Specification
Patient facing & adminstration experience Essential
Previous administration experience Working in a busy office and dealing with conflicting demands Willing and able to take personal responsibility Customer service focus GCSE English and Maths Grade C or above
Desirable
NHS Experience NHS systems and procedures
Maintain confidentiality Essential
Good written and verbal communication skills. Able to deal sensitively and tactfully with all contacts and maintain confidentiality Able to prioritise work You are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Ashford & St. Peter's Hospitals NHS Foundation Trust
Address Ashford Hospital
London Road
Ashford
TW15 3AA
United Kingdom
Employer's website https://www.ashfordstpeters.nhs.uk/ (Opens in a new tab)