Administration Assistant

Job Overview

To be responsible for the day to day running of Cardiology appointments including patient queries, general queries and booking appointments. The post involves contact with patients, relatives and members of the general public, therefore the team strive to provide an efficient and friendly appointment service to all.

Main duties of the job

To be responsible for managing own workload on a daily basis. This includes:

• working independently to ensure waiting lists and appointments are booked efficiently
• the timely prioritisation and triage of referrals and waiting lists (including liaison with multidisciplinary clinical teams)
• maintaining accurate pending lists for appointments
• providing accurate monthly waiting time data
• Ensuring all referrals are actioned
• requesting patient notes from the RUH and other hospitals
• undertaking all administrative tasks including scanning paperwork, emailing and filing
  
  

Working for our organisation

At the RUH we put people at the heart of what we do, working together as one team to make a difference for our patients, each other, and our community. No matter what your role is, we value everyone’s contribution in supporting the exceptional, person-centred care we pride ourselves on.

We are proud to be in the top 20 best hospitals to work for in the country.

We are committed to creating a compassionate and inclusive environment. This can be seen in our growing community of staff networks – celebrating successes and creating opportunities to listen and learn. We value our differences, champion kindness and civility, and truly believe that diversity makes us stronger.

A culture of learning, developing and innovating is the thread that runs throughout our whole organisation. We want to support you to thrive, taking your career to its full potential.

We value staff wellbeing, with a well-established programme of support. We believe in a holistic approach spanning all aspects of living a healthy life, including physical, emotional, spiritual and financial wellbeing. We’ve even got a pool!

We are committed to supporting you and hope you want to join our team. In the meantime, find out more about living and working the beautiful historic city of Bath, learn about our extensive package of staff benefits, and read about how we’re providing healthcare fit for the future with the landmark Dyson Cancer Centre and our passion for research.

Detailed Job Description And Main Responsibilities

To be responsible for identifying and managing capacity issues which in turn maintains operational efficiency, ensuring additional lists (with the correct staffing) are put in place.

Ensure accurate data handling. To note urgent and other requests which may require priority treatment and book accordingly

• To communicate effectively with patients, relatives and all disciplines of staff in order to ensure an efficient and effective service. Relaying messages, in a polite and helpful manner, taking independent action as appropriate. To include telephone and email queries.
  
  

To check all patient details, safety alerts and special requirements, liaising with GP surgeries, other hospitals and consultant secretaries as necessary. Ensure that any change of patient details are made promptly and accurately at the point of referral or appointment confirmation.

To be responsible for contacting patients by telephone. Raising safety issues with the relevant clinical modality lead as necessary.

To be responsible for aspects of private patient appointments, liaising with the relevant teams and consultants as necessary, in accordance with the Trust’s private patient policy and departmental procedure.

Contribute ideas and initiatives towards creating and maintaining an effective and efficient service. Making best use of IT and being involved with the changing technology as this becomes available

To be responsible for keeping WLI and additional ad hoc lists updated, ensuring lists are booked, staff are informed and appointment slots fully utilised.

Other related duties including keeping documents and information leaflets in stock for multiple appointment letters, emailing information (in accordance with Trust policy) and sorting post

To provide cross-cover within the Cardiology Department as and when the service requires (including Reception).

Person specification

Experience

Essential criteria

• Experience of working in Administration
  
  

Desirable criteria

• Previous NHS experience
  
  

Experience

Essential criteria

• Ability to perform basic functions of Microsoft Office
  
  

Desirable criteria

• Pro-active and takes responsibility
  
  

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• Band 3 Admin Assistant - Cardiology (PDF, 392.4KB)
• Join the RUH (PDF, 1.1MB)
  
  

Further details / informal visits contact

Name Rebecca Snow Job title Admin Manager Email address [email protected]