Overview
The successful applicant will provide comprehensive administrative support to the Gastroenterology Team, handling confidential administrative and secretarial duties, coordinating with clinical, nursing, management, executive and clerical staff.
Key Responsibilities
* Process daily workloads and ad hoc office duties efficiently.
* Coordinate booking of annual leave, sickness and study leave for the Gastro Specialist Nursing and Consultant team and maintain records on the ESR system.
* Ensure outpatient and endoscopy templates are used to maximum capacity; adjust, direct, and manage booking teams, liaising with the Directorate Manager.
* Maintain leave and sickness records for Specialist Nurses and Medical staff as required.
* Coordinate and monitor compliance with mandatory training and appraisal activity; report compliance.
* Assist in meeting activity targets and KPIs by undertaking tasks delegated by Consultants and the Directorate Manager.
* Accurately use the Patient Administration System (PAS) for patient registration and nurse‑led activity recording.
* Input and monitor databases for National Inflammatory Bowel Disease and Liver services in liaison with Specialist Nurses and lead Consultants; escalating management issues.
* Support and coordinate administration required for JAG accreditation with clinical and managerial leads.
* Collaborate with the Senior Management Administrative and Clerical Team to ensure departmental efficiency.
* Respond to service user requests (in‑person, telephone, email) with tact, sensitivity and non‑clinical advice; elevate concerns when appropriate.
* Maintain accurate records, manage filing and propose system improvements to enhance efficiency.
* Handle mail, email, telephone enquiries and facsimiles, both internal and external, communicating relevant information to the team.
* Plan, organise and attend meetings and training events; book venues, hospitality, design flyers and circulate attendance records.
* Produce and circulate rotas as requested by the Gastro Team.
* Proactively manage sickness/absence and annual leave coverage.
* Search intranet and internet for policies and guidelines requested by the team.
* Check quality documentation; audit reports bi‑monthly against KPIs.
* Type dictation from audio transcription of clinical correspondence; ensure follow‑up arrangements.
* Ensure audit processes for correspondence maintain quality standards and rectify issues.
* Take minutes of meetings and circulate to relevant groups.
* Obtain information requested by the Administration Services Coordinator; organise and order stationery.
* Perform general office duties (mail, email, fax, photocopying) and participate in housekeeping.
* Attend training, meetings and education sessions as required.
* Review working practices with managers to find solutions to problems.
* Work flexibly in accordance with the Trust Policy.
* Perform any other duties required by the Line Manager.
Safeguarding Responsibilities
* Comply with the Trust Safeguarding Children Policy and related SOPs.
* Liaise with Police, Social Services and other relevant professionals for safeguarding work.
* Type medical reports for child protection cases.
* Arrange and minute multi‑professional meetings regarding child protection and child‑in‑need cases.
* Provide administrative support for the Named Consultant and Named Nurse for Safeguarding Children.
* Recognise signs of physical, emotional, neglect and sexual abuse and know appropriate actions to take.
* Know the Trust’s local safeguarding policies and procedures.
* Understand the importance of sharing information and the risks of not sharing.
* Seek advice and report concerns when required.
Equality, Diversity and Inclusion
We actively cultivate a professional environment of fairness, equality, dignity, and respect for all individuals. We welcome applicants from all backgrounds and value the unique skills, perspective and experience you bring. We are committed to offering an interview to all disabled applicants and armed forces veterans who meet the minimum criteria for the job under the Guaranteed Interview Scheme. We also provide a disability confidence leadership and a supportive recruitment process that does not share personal information during short‑listing.
Employment Eligibility
Applications from job seekers who require Skilled Worker sponsorship to work in the UK are welcome and will be considered alongside all other applications.
#J-18808-Ljbffr