Administrative Assistant Alaw Unit

The successful candidate will need to undertake a range of duties including filing, collecting patient case notes, answering the phone, carrying out a variety of duties and supporting the team as necessary. We work in a busy and fast environment that requires a person who has the ability to adapt and work independently.

The post holder must have the ability to work as part of a team to ensure that all relevant communications are carried out in a timely and accurate manner. You would be expected to treat requests and inquiries from patients, carers and colleagues in a confidential and sensitive way, face to face and by telephone.

You must have a good standard of education, good organisational skills and the ability to work as part of the team.

Main duties of the job

• To receive and direct visitors and relatives in a professional and courteous manner at all times.
• Answer the telephone, convey messages and deal with enquiries.
• Deal with enquiries from medical staff and the public.
• To inform nursing staff as patients arrive and ensure that patients case notes are available and complete.
• To input correction information and accurately use the Patient Administration System, including:
• Registration screen to check patient details are correct. To amend this when necessary and make sure that the PAS system corresponds with the patients case notes. To request ID sheets and labels.
• Medical Records Tracking screen to assist with the movement of patients case notes around the hospital.
• Search and Summary screen to look up patient appointment history.
• Use of the outpatient report screen to print off future clinic lists to obtain patient notes from the medical records department.
• Use of the waiting list entry screen to register a patient on the waiting list.
• Use of the outpatient appointment screen to make or arrive patients for clinics.
• To make sure correct information is given for outpatients appointments to be made.

The ability to speak Welsh is essential for this position.

We are committed to promoting equality and diversity, and are proud to welcome applicants under the 'Disability Confident Employer' scheme.

Qualifications

• Maths GCSE (or equivalent)

Experience

• Experience within an office environment
• Experience involving customer service
• Experience of a wide range of communication styles
• Experience of working in a busy/high-pressure environment
• Previous NHS experience

Skills

• Ability to prioritise workload
• Excellent organisational skills
• Ability to multitask whilst under pressure
• Good level of IT literacy

Knowledge

• Awareness of the importance of confidentiality/Data Protection Act
• Awareness of local/national waiting list management, cancer targets

Personal Qualities

• Ability to work as part of a team
• Ability to work independently
• Ability to remain calm in stressful situations Other
  • Ability to speak Welsh (level 3)
  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.