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Administration Assistant
| Posting date: | 10 June 2025 |
|---|---|
| Salary: | £24,625.00 to £25,674.00 per year |
| Additional salary information: | £24625.00 - £25674.00 a year |
| Hours: | Full time |
| Closing date: | 24 June 2025 |
| Location: | Luton, LU4 0DZ |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9418-25-0692 |
Summary
Provide a friendly, welcoming and professional first point of contact on the telephone and in person to patients and a range of health care professionals. Telephone calls should be dealt with in a sensitive and tactful manner especially when liaising with distressed, angry or confused patients and/or relatives. Deal with telephone calls and emails, responding in a timely manner and taking appropriate action as required. Provide non-clinical information to patients as appropriate recognising when to redirect calls to senior staff. Provide administrative support for all aspects of the department. Provide essential elements of the Pathway Co-ordinator role when he/she is on leave. Liaise with GPs and other referrers when necessary to obtain further information for the clinicians prior to the patients appointment. Record and update patient information on hospital IT systems accurately. Use information systems effectively ensuring a high standard of information recording is maintained. Ensure in-patient Consultant referrals are printed, triaged and completed in a timely manner. Logging the triaged referral on the EPR system and create waiting list entries. Support other administrative staff with the organisation of clinics and appointments and provide other administrative duties appropriate to role. Organise the admission of patients for procedures/treatments, liaising with the relevant department and contacting the patient to inform them of the admission arrangements. This include liaising with relevant departments (this include Ophthalmology and DTU, etc.) where appropriate to arrange appointments for patients. Providing assistant to clinicians by requesting tests using trust systems as instructed by clinicians. At the request of clinicians arrange any procedures as required. Print and distribute clinical correspondence accurately within Trust timescales, ensuring that all instructions and enclosures are actioned prior to distribution. Ensure all documents that require scanning onto the electronic patient record are uploaded accurately and appropriately in a timely manner so that patient information is available to clinical staff. Input accurate information as requested for audit purposes and produce standardised computer reports. Perform basic data entry for departmental database. Provide administrative support to the clinical staff with setting up meetings and educational sessions to include preparing relevant documentation/packs for the attendees. Act independently to sort, prioritise and distribute incoming mail to the appropriate members of staff. Using judgement and experience to prioritise and pass to clinicians or pass directly to other areas for action and information, using own initiatives, Maintain stock of stationery equipment and patient information material in the department and clinical rooms. Provide cover for and undertake duties of absent colleagues appropriate to experience and competence. Take an active role within the department attending staff meetings and participate in discussions to improve and evaluate the service Undertake relevant training identified in conjunction with line manager. Have an overview of timescales for best practice tariffs to ensure that all patients receive timely appointments. Manage own workload, follow through queries and chase progress, in order to free up clinical time for clinicians, improving information and access for patients. Manage and communicate clinic changes including setting up additional clinics, changing, moving or cancelling clinics depending on clinician availability and or service need. Conduct monthly forward look review with clinicians to ensure that all availability is accurate and any changes are acted upon in a timely manner.