Day Hospital Administrator in Christchurch

To provide an outstanding reception service to all patients and visitors attending the Day Hospital.

To deal with all enquiries via the telephone in a professional and courteous manner, escalating any patient or community service concerns or complaints to the Clinical Lead.

To liaise with agencies external to the department e.g. other hospital departments, GP Surgeries and other community services.

Communicate appropriately with confused and/or aggressive or wandering patients.

To forge strong working relationships with colleagues, clinical staff and the senior management.

Use electronic dictation software to type clinical letters to GP’s and other community services as required by the multidisciplinary team.

To provide basic IT support to the clinical teams.

To make sound decisions regarding patients' requests to cancel or rebook appointments adhering to Trust Policy.

Ensure that basic keyboard skills are up to date to enable the accurate input of data.

To ensure all entries are accurate and added in a timely manner, alerting the Clinical Lead if any patient notes/patient information are not available for inputting onto the relevant computer system.

In an emergency situation, the administrator(s) would be expected to respond appropriately for the patient’s wellbeing.

To process all referrals made to the Day Hospital in a timely manner using the hospitals referral systems (e.g. Image Now and e-Referral Service).

Use of hospital computer systems (e.g. e-Camis), to book patient appointments and ensure they meet the RTT deadline into the relevant clinics ensuring they are outcomed at the end of the day.

Use of hospital computer systems (e.g. e-Camis), to admit and discharge patients.

To book and co-ordinate hospital transport for patients.

Use the CRT system to electronically move/transfer/locate patient notes.

Able to upload patient notes and correspondence directly to EPR.

Be responsible for ensuring case notes are maintained as per Trust Policy.

To ensure the Trust Infection Control policies are followed at all times.

To be familiar with Trust Guidelines towards violence and aggression and to be able to summon assistance to diffuse situations in the workplace.

Undertake word processing, data input using Word and Excel.

Supporting the Admin Lead in the production of statistics, using charts and graphs to show activities and trends.

To be involved with patient first and service development projects within the administration team.

To have an understanding of cost pressures within the NHS and to ensure consideration is taken when ordering stock etc.

Order stationery, and ensure sufficient stock is available.

Assist with the orientation of new staff.

Assist with the cascade training of staff relating to computerised systems.

Demonstrate to new staff the Trust’s filing system.

Request notes from Medical Records ensuring availability for Medical/Nursing Staff.

Be responsible for the recording of information relating to patients' clinic attendance, admission and the discharge of patients.

Ensure e-Camis is completed accurately whilst on duty, depicting an accurate picture of the patient care pathway, and that it also matches other hospital systems (e.g. Symphony).

Responsible when on duty for the appropriate computerised transfer of notes.

Email confidential information when required.

Ensure information is accurate and provide sufficient labels for clinical need.

Undertake surveys and audits as necessary to own work, e.g. staff survey.

To work within the Trust policies and uphold the Trust values.

To organise own work and to take action on own initiative regarding problems and enquiries.

Both mental and emotional effort whilst continually dealing with patients and colleagues on the phone and face to face.

To assist in maintaining the cleanliness and tidiness of the departments and its equipment.

This role involves a combination of sitting for long periods using a personal computer with short and long periods of standing and walking.

Ensure able to cope with the many interruptions which the team encounters whilst trying to complete tasks.

During each shift there will be a need to lift patient notes, whilst adhering to the Trust Manual Handling Policy.

Saturday working on a rota basis will be required as part of this role.

Any other appropriate duties as may be required by the Team.

Essential criteria: RSA II or equivalent touch typing/keyboard skills, GCSE in English and Maths or equivalent, NVQ Level 3 in Business Administration or equivalent experience.

Desirable criteria: Evidence of continuous personal development.

Essential criteria: Previous experience in an administrative post within the NHS.

Desirable criteria: Experience in working as a medical secretary, experience of supporting service improvements.

Essential criteria: Computer literate with word processing skills, ability to make accurate and timely entries, intermediate knowledge and understanding of MS Office programmes including Outlook, Word and Excel.

Desirable criteria: Audio typing skills, medical terminology.

Essential criteria: Understanding of office procedures, understanding of secretarial procedures, data accuracy, collation of information, able to work as part of a team and independently, able to deal with enquiries by phone and face to face in a professional manner, approachable, effective communicator.

Desirable criteria: An understanding of the Referral to Treatment (RTT), hospital systems e-Camis/Symphony and EPR.

Essential criteria: Ability to deal with sensitive issues, ability to prioritise work and organise workload.

Essential criteria: Good verbal and written skills, able to work under pressure and multi-task, well presented, flexibility.

Essential criteria: Be able to speak English as necessary to undertake the role.