Admin Assistant

A Clerical officer / appointment booking clerk is required for the Planned Care Assessment Unit. The post holder will provide admin support to the clinical staff within the Pre-Operative Assessment Unit, book follow up appointments, assist with clinical enquiries, filing and other associated administrative tasks.

Preference will be given to internal Trust staff, as well as those holding a "Priority" or "At Risk" status, including NHS At Risk staff throughout Devon who can demonstrate recent relevant experience as dictated by the Person Specification.

Job responsibilities

1. Be familiar with PHNT policies and procedures with particular regard to patient confidentiality, Health and Safety and Administrative Guidance Notes.
2. Case note management including requesting, tracing, collecting and distributing case notes for planned care assessment appointments or admission and ensuring accurate patient document tracking.
3. Ensure that patients' medical records are fully and accurately prepared in accordance with the needs of the clinical, nursing and management staff.
4. Ensure that patients receive timely and accurate written and verbal communication regarding the planned care assessment service and associated services.
5. Establish and maintain effective channels of communication with other departments:
   • Answering and making telephone calls as directed by the Administration Manager.
   • Taking and passing on messages for all staff within the Unit.
   • Sending and receiving e mail and faxes.
   • Photocopying information as requested.
   • Opening, distributing and actioning post as appropriate.
   • Arranging transport for patients as required.
6. Report and seek advice from the Administration Manager if any untoward incidents, complaints, problems or abnormalities in working practice occur which cannot be dealt with.
7. Receive and depart all patients attending the clinic and check details on iPM (the hospital computerised Patient Information System).
8. Log all times onto the computer regarding throughput of patients through the clinic and process the outcome of appointments on iPM.
9. Book patients' appointments into pre assessment, anaesthetic and exercise testing clinics.
10. Deal with distribution of case notes after the clinic.
11. Be responsible for placing patients onto the inpatient/day case waiting list using accurate coding following pre operative assessment.
12. Book pre assessment appointments for patients at the request of surgical specialties, rearranging appointments if required and taking appropriate action if patients do not attend their appointments.
13. Take appropriate action in response to telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
14. Perform any other duties, in any area of the Unit, deemed necessary by the Administration Managers to include cover for sickness and annual leave.

Person Specification Knowledge & Experience

• Demonstrable admin / clerical officer / prep experience.
• Keyboard skills.
• Proven knowledge of iPM system.

Qualifications

• GCSEs 9 4 (A C) in Maths & English or NVQ level 2 in business administration or a related subject, or equivalent demonstrable experience.

APTITUDE & ABILITIES

• Excellent organisational skills and the ability to prioritise own workload.
• Understanding of confidentiality.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such a submission for Disclosure to the Disclosure and Barring Service (formerly known as CRB) will be made to check for any previous criminal convictions.