Clinical Office Administrator, Ophthalmology

Job summary

An exciting opportunity has arisen to further improve the Ophthalmology Department at Ashford Hospital.

This 37.5 hours role of Clinical Office Administrator is required to provide administrative support within the main clinical office. Candidates are required to have 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.

Main duties of the job

The post holder 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 coordinate their activities with other Clinical Office Administrative Coordinators 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.

About us

Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.

Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Ashford, Surrey and St Peter\’s, Chertsey, Surrey.

We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.

Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.

Please see the supporting links which you can find on the right-hand side of this job advert. There is guidance on how to make an application on NHS Jobs as well as more information about joining the ASPH Team

Although it isn\’t the Trusts normal practice, adverts may close early, so applicants are encouraged to submit an application as soon as possible.

Job description

Job responsibilities

• To provide clerical support to the Divisional Clinical Office.
• Support the Clinical Office Administrative Co-ordinator.
• To ensure clinic reports on patients (Proformas) are dealt with, sent out to GPs and filed in the patients notes for the next clinic visit.
• Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using Dictate IT. Once letters are approved by clinicians, send-off (electronically or by post).
• Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator for actions (e.g. add to waiting list).
• To use new working systems within the Clinical Office to promote an efficient service, e. IT fast save systems and discharge summary systems.
• General office duties including filing and photocopying and ordering of stationery supplies, within agreed limits.
• Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to consultants and which may be passed to other areas for information or action.
• Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.
• Implement any relevant Trust and Directorate polices on behalf of the Consultant team.
• Competent use of Patient Administration System (Patient Centre) after training in accordance with required departmental standards of work.
• Ad hoc retrieval of medical records/X-rays/investigation results relating to patient/Consultant enquiries.
• Action results of clinical investigations within procedural guidelines.
• Managing own workload, prioritising as necessary.
• Support the day-to-day organisation and management. responsibilities of the Consultant, diary, arrange meetings, appointments etc.
• Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.
• Through self-development, continuously update knowledge of new trends and maintain and improve knowledge and competence.
• Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.
• When required assist with the investigation and compilation of responses to complaints within optimum deadlines.
• Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.

Job description
Job responsibilities

• To provide clerical support to the Divisional Clinical Office.
• Support the Clinical Office Administrative Co-ordinator.
• To ensure clinic reports on patients (Proformas) are dealt with, sent out to GPs and filed in the patients notes for the next clinic visit.
• Work as part of the administrative team to ensure that clinic letters are downloaded, printed and proof read using Dictate IT. Once letters are approved by clinicians, send-off (electronically or by post).
• Ensure any clinic outcomes are passed to the Clinical Office Administrative Co-ordinator for actions (e.g. add to waiting list).
• To use new working systems within the Clinical Office to promote an efficient service, e. IT fast save systems and discharge summary systems.
• General office duties including filing and photocopying and ordering of stationery supplies, within agreed limits.
• Sort, distribute and prioritise incoming post using judgement and experience to decide which documents are to be passed to consultants and which may be passed to other areas for information or action.
• Exercise independent judgement and initiative when problems arise taking the necessary action to resolve the problems or referring to the appropriate person.
• Implement any relevant Trust and Directorate polices on behalf of the Consultant team.
• Competent use of Patient Administration System (Patient Centre) after training in accordance with required departmental standards of work.
• Ad hoc retrieval of medical records/X-rays/investigation results relating to patient/Consultant enquiries.
• Action results of clinical investigations within procedural guidelines.
• Managing own workload, prioritising as necessary.
• Support the day-to-day organisation and management. responsibilities of the Consultant, diary, arrange meetings, appointments etc.
• Co-operate fully in the introduction of new technology and new methods of working as appropriate to the work of the administrative team.
• Through self-development, continuously update knowledge of new trends and maintain and improve knowledge and competence.
• Have the ability and commitment to work as a team member and be able to adhere to strict deadlines.
• When required assist with the investigation and compilation of responses to complaints within optimum deadlines.
• Demonstrate an understanding and reassuring manner when dealing with patients and their relatives.

Person Specification

Qualifications

Essential

• GCSE Math and English

Knowledge

Essential

• Good range of administrative/ administrative procedures.

Experience

Essential

• Of working in a busy office and dealing with conflicting demands

Desirable

• Microsoft office
• NHS experience

Person Specification
Qualifications

Essential

• GCSE Math and English

Knowledge

Essential

• Good range of administrative/ administrative procedures.

Experience

Essential

• Of working in a busy office and dealing with conflicting demands

Desirable

• Microsoft office
• NHS experience

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

Employer\’s website #J-18808-Ljbffr