Viral Hepatitis/IBD Admin Officer in Northampton

We require a friendly, hardworking, enthusiastic person to work within the Gastroenterology department to support the viral hepatitis & IBD nursing teams. With a key eye for details and exceptional typing skills, you will provide a service to turnover letters within target deadlines and update databases, validate patients' pathways and general administration duties. You will be focused, motivated and independently working, taking direction from the Administration Manager. The post holder will be required to work as part of the administration team and provide cross cover during periods of staff absence within the directorate as and when required. This support should be provided between the hours of 08:00 am to 16:00 unless otherwise specified at a local level.

Responsibilities

• Data inputting and keeping national & local database up to date.
• Arranging new and follow up appointments for Gastroenterology patients.
• Ensure all correspondence for clinical team, including clinical letters, discharge summaries, results, minutes of meetings etc are typed and dispatched promptly.
• Deal with telephone enquiries from patients, relatives, carers, and all staff groups providing information, directing, and prioritising queries as appropriate, to ensure efficiency and effectiveness of service delivery.
• Deal with concerned patients/relatives with empathy, patience, and discretion, especially when conveying sensitive information.
• Ensure confidentiality is maintained in all communications and that documents and other sensitive information are always secure.
• Support with communication for all medical, professional, and allied medical staff, both within this Trust and with external organisations, and patients, using judgment to facilitate a successful outcome of all enquiries.
• Track test/investigation results and alert clinical staff to urgent and abnormal outcomes to ensure timely action.
• Support the nursing team to encourage individuals living with viral hepatitis and at risk of infection to access healthcare services.
• Support the nursing team to encourage individuals living with inflammatory bowel disease to access healthcare services.
• Liaise with other hospital departments, GPs and other health care agencies when required.
• Assist with coordination of clinical activity related to the subspecialties within Gastroenterology, including the booking of appointments, patient contact and outcome of appointments.
• Support the management and validation of patients pathways, including the tracking of live databases.
• Provide cross-cover within the administration team during absence and follow relevant organisational policies such as notification of sickness absence and annual leave.
• Assist in coordination of clinical teams' diaries to ensure effective time management.
• Assist and help colleagues when the need arises, supporting with typing for other nurses, specialists or consultants within the department.
• Provide general admin services including photocopying, filing, and other office routines.
• Any other general administrative duties decided by the Administration Manager or Senior Clinical Lead Nurse for the service.

Diversity and Inclusion

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire. We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities. We are a Defence positive trust, supporting our reservists, veterans, spouses and partners. The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals. We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative. We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

Qualifications

• Educated to GCSE 3 level of education, training, or experience.
• Knowledge of a range of administration duties and procedures.
• Excellent communication skills both written and verbal.
• Courteous, tactful and efficient telephone manner at all times.
• Proficient in Microsoft packages including Word, Excel & Outlook.
• Experience of database systems.
• Experience of working in a busy office environment.
• Analytical and judgement skills for problem solving.
• Work well as part of a team.
• Experience of working in the NHS.

Skills

• Developed attention to detail and accuracy.
• Organisational skills and ability to work methodically and prioritise.
• Ability to cope under pressure and meet deadlines.
• Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required.
• Able to maintain confidentiality at all times.
• Ability to cope under pressure and meet deadlines.

Key Competencies and Personal Qualities and Attributes

• Ability to use own initiative.
• Confident to establish and maintain good working relationships at all levels.
• Empathetic approach, understanding the needs of the patients and applying a tact and sensitive manner.
• Able to self-motivate.

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.

£25,760 to £27,476 a year, Per Annum / Pro Rata