Senior Administration Officer
Job summary
- To provide administrative support to the Renal Office, Renal Ward and Dialysis Units within the renal medicine service.
- Booking new and follow-up appointments for patients and ensuring that all appointments are made using correct booking systems and within waiting time targets.
- Assist in managing materials at ward / department level, acting as a primary point of contact. Undertake weekly service stock takes and input data as required on to computerised ordering systems.
- Providing cross-cover for colleagues and providing day to day supervision where required. This will also include covering the Renal Outpatient Reception as and when required.
- Assist in managing and coordinating Referrals received within the department for outpatient clinic appointments and working closely with the clinical team to do this.
Please be advised sponsorship is not eligible for this post.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Main duties of the job
- Understanding of RTT, ensuring pathways are followed and completed. Validating Data and tracking patients to monitor pathway journeys and ensure trust targets are achieved.
- To act as a point of contact to ensure all enquiries are effectively managed and successfully resolved within a prompt timescale, ensuring all relevant personnel are informed as necessary and an appropriate record is maintained
- To effectively manage internal and external referrals to the Renal Department. This will require effective collaboration with the Renal Consultants.
- Ensure that all Trust wide standards are maintained and monitored to improve the quality of total care to all who come into contact with services provided by University Hospitals Coventry and Warwickshire NHS Trust.
- Cross cover Renal service administrative duties within the wider Renal admin team, including clerking duties, outpatient appointment scheduling and renal outpatient reception cover.
- To effectively manage generic email inboxes, dealing with patient and staff enquiries and ensuring that you are communicating at all levels using written, oral and electronic methods.
About us
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Job responsibilities
- To ensure, wherever possible, that all documentation is up-to-date.
- To continually contribute to patient and business improvement Agendas. This will require undertaking any project work as directed including obtaining information using systems including EPR, and share ideas for potential service improvement
- To assist with the implementation and maintain an efficient office management system/procedures to enable the Department to optimise their standards of service
- Support team members. This will require undertaking appropriate staff training and development as required, providing cross-cover on a reciprocal basis in the absence of colleagues, and providing day-to-day supervision where required.
- Participate in appraisals and personal reviews and work to achieve agreed set objectives.
- Work on own initiative in line with Departmental and Trust procedures, seeking supervisory assistance when necessary.
- Cover the work of colleagues during periods of absence and peak workloads. Undertake any other tasks as required by the Renal Admin Manager in accordance with the grade and nature of the post.
For further details of the role please see the attached job description.
Person specification
Qualifications
Essential
- oComputer literacy including Microsoft Word, Outlook and Excel. oEducated to GCSE or equivalent standard.
Desirable
- oNVQ 2 in Administration or equivalent or willing to work towards.
Experience
Essential
- oExperience of working in a busy administrative environment preferably with understanding of the NHS. oExperience in a busy customer facing role. oDecision making and resolving work related issues.
Desirable
- oExperience of stock control /materials management systems within NHS.
Knowledge
Essential
- oThorough working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel.
Desirable
- oKnowledge of Hospital EPR System
Skills
Essential
- oAbility to communicate effectively with customers & suppliers. oAbility to analyse data, make decisions on own & resolve problems. oAbility to work on own initiative & to prioritise and organise own workload. oExcellent level of verbal and written communication. oAble to apply tact and sensitivity to establish trust and confidence. oAble to manage difficult and distressing situations effectively.
Commitment to Trust Values and Behaviours
Essential
- oMust be able to demonstrate behaviours consistent with the Trust's values. (As detailed in UHCW's Values in Action document below) oApplicants applying for job roles with managerial responsibility will be required to demonstrate evidence of promoting equal opportunities through work experience