Clinical Administration Assistant

To work as part of a defined team with the Child Health Directorate who are providing medical care and support for children, young people and their families who are living with long term conditions.

Main duties of the job

The post holder will be required to work as part of the administration team and provide cross cover during periods of absence within their existing team and other teams within the Directorate as and when required. This support should normally be provided during the core hours of 08:00-17:00. However to ensure alignment with the Direct Clinical Care time of the Clinicians for whom they support flexibility from the core hours may be required and will be determined locally depending upon the needs of the service.

To support the teams with data collection and recording and produce reports using Clinical Systems.

To type minutes of meetings, rotas and any relevant documentation as required.

To deal with enquiries on behalf of the Clinical Team either by telephone, personal contact, email or written correspondence, within agreed limits and take appropriate action, i.e. ensure appropriate documentation is available.

Assist with the patient pathway and ensuring that all necessary appointments, including outpatients, clinics, waiting list etc. are arranged on time, ensure that clinics are utilised to capacity, diagnostics and tests are processed as requested and that patients receive timely treatment thus meeting the Trust and national standards when required. This will include face to face clinics, virtual clinics and multi-disciplinary clinics.

Job responsibilities

Provide general administrative services including photocopying, filing, scanning and other office routines.

Ensure all correspondence and documentation is filed promptly and cross reference whenever necessary.

Ensure patient notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed in appropriate recording systems, following laid down guidelines.

Complete necessary documentation and create system pathways for all new patients.

Prepare and collate statistical information as required and input to database if appropriate, in conjunction with Trust requirements.

Ensure that relevant health records are available to the Clinical Team when required and anticipate demand wherever possible.

Assist the process of patient tracking including booking all necessary appointments, ensuring that patients receive timely treatment up to the point of discharge when required.

Use and maintain specialist databases such as CaMIS, Twinkle and PCS to ensure accuracy of patient data.

Ordering of supplies and equipment using e-Proc system and liaising with company representatives as appropriate.

Maintain the Team Facebook page to ensure it is accurate, up to date to enable information sharing and interaction with service users.

Input data into the National Paediatric Diabetes Audit and also any other audits as appropriate within agreed timescales and ensuring deadlines are met.

Organise and co-ordinate the annual team away days for service planning.

Organise annual school training sessions which will include sourcing and booking of venue/virtual media, arranging speakers, sending out invitations and the implementation, collection and collation of digital feedback.

Assist and help colleagues when the need arises.

Assist the coordination of Clinical Teams diaries to ensure effective time management.

Maximise the use of innovative IT systems.

Provide cross-cover within administration team during absence and follow relevant organisational policies such as notification of sickness absence and participation in individual appraisal.

UHN welcomes applications from people from all protected groups and is committed to creating an inclusive working environment. We are proud signatories of the Armed Forces Covenant and have achieved the Gold Award under the Armed Forces Employer Recognition Scheme. Our active staff networks support colleagues from all backgrounds and help ensure everyone feels valued here at UHN.

Person Specification Education and Training

• Educated to Minimum 3 GCSE at Grade C or above, including English or equivalent level of education, training or experience
• NVQ3, RSA3 or equivalent experience or qualifications
• AMSPAR, BSMS Qualification

Knowledge and Experience

• Knowledge of a range of secretarial and administrative procedures
• Very good written and verbal communication skills
• Proficient in Microsoft packages including Word, Excel and Outlook
• Planning and organisational skills to plan straightforward tasks, some ongoing, arranging meetings, arrange diary
• Analytical and judgement skills for problem solving
• Experience in working with Patient Administration Systems, incl. CaMIS
• Experience of clinic co-ordination including e-clinic
• Experience of audio typing

Skills

• Developed attention to detail and accuracy
• Organisational skills and the 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
• Touch typing

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 per annum / pro rata