Join to apply for the Senior Administrator - Gastroenterology role at WESTCLIFFE HEALTH INNOVATIONS LIMITED.
Please refer to the attached supporting document that is the full job description.
Responsibilities
* Support the Team Leader in ensuring the provision of a secretarial service within the relevant clinical specialties, utilizing all available resources including secretarial support assistants.
* Filter information using initiative and be proactive in dealing with routine matters; seek support from the Team Leader when needed.
* Assist with data collection and entry required at service level; handle telephone enquiries from patients, relatives, etc., in a constructive and sympathetic manner, referring to the appropriate person where necessary.
* Ensure accuracy when administering IT systems (e.g., EPR and/or other local IT systems); work in close liaison with the Team Leader and other Senior Administrators to support the smooth running of the admin and secretarial service.
* Work to SOPs developed to support patient pathways.
* Assist in training new staff and supervise junior staff during the Team Leader’s absence; identify areas for efficiency improvements.
* Support the Senior Management Team with data collection and sharing information regarding the service; contribute to decision making for future service development and growth.
* Contribute to the operational running of the service with problem-solving and collaboration with other Team Leaders; support all administration aspects of the patient pathway in line with 2WW cancer pathways and 18-week RTT guidelines using NHS RTT and cancer knowledge; produce accurate and professional letters for the service and ensure actions stated in clinical letters are completed.
* Coordinate follow-up appointments, referrals to external providers or in-house investigations, and inform referring GPs as appropriate; manage typing for specialist clinics and ensure documentation follows IG guidance and policy.
* Ensure documentation for discharge is completed and notes are scanned onto the Patient Information System (S1); liaise with clinical staff regarding patient letters, histology dictation, and report matching to patient files.
* Answer telephone calls, take messages for clinical and management staff, and ensure timely forwarding; maintain effective patient note and query responses on the clinical system.
* Maintain safe patient administration management systems with timely and accurate input of information on the clinical system, following templates and protocols; provide clear appointment instructions and manage bookings via the Choose and Book system where possible.
* Perform general office duties (filing, post distribution, photocopying) as part of the clinic team; provide cover during Team Leader absences and ensure smooth handover.
* Register patients on System1, manage case loading, chase results, and link results to patient notes; ensure reports are scanned onto patient records.
* Provide excellent customer care and ensure patient confidentiality at all times.
* Provide telephone advice and assistance to patients regarding administrative matters related to their procedures; ensure telephone coverage and handle conflicts to prevent complaints; communicate effectively with all departments and senior management.
* Attend to administration project work as designated; investigate complaints about the service as requested; represent the team viewpoint at assigned meetings; use MS Office applications (Word and Excel).
* Provide training to all new staff in the department and perform other activities as required by the service.
* Appointments: handle telephone enquiries, provide a full appointment service, notify patients of appointments, and give appropriate information and instructions; ensure accurate patient data across software and maintain workflow to the department.
* Assist with ensuring patients are registered on the system and case loading is up to date.
Seniority level
* Mid-Senior level
Employment type
* Full-time
Job function
* Information Technology
Industries
* Administrative and Support Services
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