Job overview
Exciting Opportunity: Band 3 Administrative Assistant/ Clinic coordinator
Fitness for Surgery Team – Harefield Hospital
We are pleased to offer an exciting opportunity to join the Fitness for Surgery Team at Harefield Hospital. We are looking for an enthusiastic, dynamic, and compassionate Band 3 Administrative Assistant Assistant and clinic coordinator to support our multidisciplinary team.
If you are passionate about patient care and thrive in a fast-paced environment, we would love to hear from you.
Main duties of the job
Job summary
1. To assist the nurse specialist with the day-to-day operational management of the preoperative assessment and anaesthetic assessment clinics administrative functions.
2. Book appointments for patients ,ensuring consistency with priorities and that patients are informed either in writing or on the telephone including cancel and rebook appointments in accordance with the trusts access policy
3. Support the nursing staff in the running of the pre-operative assessment clinics. Uploading of clinic documents and any other tasks to ensure smooth running of the clinic
4. To deputise for the nurse specialist in her absence on nonclinical issues and referring clinical issues to appropriate clinical staff.
5. To provide administrative/secretarial support to the preoperative assessment team and nurse practitioners. This will include all aspects of IT support, arranging, amending patient appointments, filing clinical and nonclinical paperwork and processing information.
6. Provision of secretarial support to the nurse practitioners including generating letters and responsible for administration of team records.
7. To build a rapport and have a key working relationship with Consultants, Managers and other key members of staff within the trust and other hospitals.
Working for our organisation
Guy’s & St Thomas NHS Foundation Trust
Guy’s and St Thomas’ NHS Foundation Trust comprises five of the UK’s best known hospitals – Guy’s, St Thomas’, Evelina London Children’s Hospital, Royal Brompton and Harefield – as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.
We are among the UK’s busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.
We have a long tradition of clinical and scientific achievement and – as part of King’s Health Partners – we are one of England’s eight academic health sciences centres, bringing together world-class clinical services, teaching and research. We have one of the National Institute for Health Research’s biomedical research centres, established with King’s College London in 2007, as well as dedicated clinical research facilities.
Royal Brompton and Harefield hospitals joined Guy’s and St Thomas’ in February 2021 and is the largest specialist heart and lung centre in the UK and among the largest in Europe. We provide treatment for people with heart and lung disease, including rare and complex conditions, offering some of the most sophisticated treatment that is available anywhere in the world.
Detailed job description and main responsibilities
Main tasks and responsibilities
·Patiet/customer care (both direct and indirect)
ØTo assist the nurse specialist with the day-to-day operational management of the preoperative assessment and anaesthetic assessment clinics administrative functions and deputise in her absence.
ØWork closely with the nurse specialist to ensure patients have a positive experience of the services provided.
ØEnsure all enquiries/requests either in person, by telephone or in writing are dealt with in a pleasant and courteous manner.
ØBook appointments for patients, ensuring consistency with priorities and that patients are informed either in writing or on the telephone including cancel and rebook appointments in accordance with the trusts access policy.
ØPrint patient clinic data sheets and for clinics as and when required.
ØEnsure appropriate custody and care of patients’ documentation, maintaining confidentiality in accordance with Caldicott guidelines and the Data Protection Act 1984.
ØEnsure patients are supported with language interpretation, transport or other issues where required.
ØSupport the nursing staff in the running of the pre-operative assessment clinics, uploading of clinic documents and any other tasks to ensure smooth running of the clinic.
ØRetrieve clinic lists and delivering lists to various departments.
ØTo assist with directing or accompanying of patients to other departments for investigations.
ØDevelop clinical competencies to be able to undertake delegated tasks for nurse practitioners where appropriate.
ØEnsure that all investigations booked are double checked the day before to ensure accuracy across the patient list, spread sheet and hospital systems the appointment to confirm.
ØFacilitate the booking of tests for patients attending the pre op clinic and as requested for the nurse practitioners, informing the patients appropriately.
ØObtain results from other departments/hospitals and make available for the nurse practitioners to action within a requested time frame.
ØRespond to patient’s enquiries passing on messages if appropriate to the relevant clinician or nurse practitioner.
ØTo peruse, observations and referring to clinical/medical staff for appropriate action to be taken.
ØTo coordinate visitors to clinic whilst ensuring patients privacy and dignity.
·Service development
ØTo represent the department at various trust meetings as required.
ØTo monitor DNAs within the clinic and implement processes for the reduction of these.
ØTake an active part in reviewing and facilitating changes to clinic procedures to ensure the service meets current and future needs.
·Communication
ØAssist with ensuring that effective communication standards with staff, other departments and service users are developed, implemented and monitored.
ØIdentify potential 52 week breaches and take appropriate action.
ØLiaise with secretarial and clerical staff regarding patient’s appointments and pathways.
·Resource management
ØManagement of an effective computerized appointment system and procedures for clinics prioritising through written protocols and trust policies.
ØWork with the nurse specialist to ensure maximum capacity and workflow with the clinics.
ØEnsure there is always cover for clinics through liaison with the nurse specialist and/or modern matron.
ØBe responsible for maintaining all office systems by ensuring staff work to agreed protocols and work standards set within the office.
ØOrganise extra clinics when capacity issues arise.
ØEnsure all stationary is current and in sufficient supply.
·Information management
ØRegistration and input of patient information onto the system before the clinic date ensuring the data quality is of a high standard.
ØEnsure patients attendance data at clinic is entered in a timely manner.
ØCreate active monitoring wait list entries as required for patients who are not fit for surgery and require further clinical input.
ØLiaise closely with the IT helpdesk and project managers regarding errors, troubleshooting and upgrades of applications and systems.
ØMaintain manual records as a backup during any failure and input data once system is restored.
ØProvide annual data and reports for preoperative assessment services and other disciplines when requested.
ØResponsible for accuracy and completion of data for pre op clinics, ensuring patient demographics are up to date and correct, ensuring we have the correct GP details.
8. Further sections
ØTo abide by the Trust’s core behaviours for staff and all other Trust policies including standing financial instructions, research, governance, clinical and safety policies
ØTo attend mandatory training sessions and other study days as directed
·Other duties
ØTo undertake any other duties commensurate with the grade as requested.
Person specification
Qualifications/ Education
Essential criteria
9. Good general education with English and Maths to GCSE standard or equivalent
10. Evidence of some formal further training in short courses, experience of a range of admin practices and with significant experience of hospital administration
Desirable criteria
11. NVQ Care
Previous experience
Essential criteria
12. Significant proven experience of delivering to high standards in a fast-paced high volume customer care environment.
13. Ability to deal with a range of issues independently and efficiently
14. Proven administrative experience
Desirable criteria
15. Health care experience at level 11and able to use technology and equipment to assist in patient care
Skills/ Knowledge/ Ability
Essential criteria
16. Excellent interpersonal skills with the ability to liaise effectively with a wide range of multidisciplinary staff
17. Ability to deal with difficult service users and challenging situations
18. Ability to work with confidential data and information and deal with sensitive issues discreetly
19. Organisational and time management skills to meet deadlines
20. Possess a ‘can do’ attitude, with a flexible approach to work and the ability to cope with changing demands
Desirable criteria
21. Knowledge of medical terminology
Physical Requirements
Essential criteria
22. Must be able to accompany patients for their tests if needed
23. Must be able to work from a desk environment for extended periods
Guy’s and St Thomas’ celebrates, respects and values the diversity of its staff and patients. We review our policies, procedures and practices to ensure that all employees, patients and carers are treated equitable according to their needs. We are actively committed to ensuring that no one who applies for a job, works or study’s at the Trust, or accesses our services is discriminated against on the grounds of race, ethnicity, nationality, disability, religion or belief, age, gender identity, gender reassignment, sexual orientation, pregnancy and maternity/paternity, or marital/civil partnership.