Job Description

JOB TITLE:

ADMINISTRATOR

AREA/SPECIALITY:

RESPIRATORY / THORACIC SURGERY

GRADE:

4

DEPARTMENT:

RESPIRATORY

RESPONSIBLE TO:

BUSINESS SUPPORT MANAGER

ACCOUNTABLE TO:

SERVICE MANAGER

LOCATION:

HH, RESPIRATORY



Job Summary



1. To carry out secretarial and administrative duties to provide an efficient and effective medical administration and secretarial service to the care group/division, including the designated consultant(s), junior medical staff and multidisciplinary team



2. To facilitate provision of information relating to appointments and admission to patients



3. To provide cover for other medical secretaries and secretarial duties within the division



Department Information



Our values



Our values help us to define and develop our culture, what we do and how we do it.



It is important that we all understand and reflect these values in our work. We are:



Caring - we put patients first



Ambitious - we innovate and strive for excellence



Inclusive - we respect each other and work collaboratively



Our values and behaviours framework describes what it means for every one of us in the Trust to put our values into action. A summary of our framework can be found on our Trust jobs pages and our intranet.



Our centre is a world leader in the diagnosis, management, and treatment of lung disease. We treat patients from across the UK and abroad for the full range of respiratory disorders and have one of the world's largest lung disease patient populations.



Job Summary



1. To carry out secretarial and administrative duties to provide an efficient and effective medical administration and secretarial service to the care group/division, including the designated consultant(s), junior medical staff and multidisciplinary team



2. To facilitate provision of information relating to appointments and admission to patients



3. To provide cover for other medical secretaries and secretarial duties within the division



Main tasks & responsibilities



Patient/customer care



Answer telephone queries and provide non-clinical advice regarding patient care and appointments/admission to patients, Trust staff, referring GPs and consultants



To act as first point of contact for many patients and members of the general public seeking information and support from the hospital. The post holder must be able to triage the calls appropriately, as well as deal sympathetically with people who may be bereaved, distressed or angry using tact, persuasion and discretion. Assessing priorities and initiating action as required.

Communication



Liaise with outpatients to arrange appointments for patients and with relevant departments to arrange investigations for patients, and ensure patients are involved accordingly. This can involve multiple bookings for individual patients which require co-ordination To liaise with the bed manager/ coordinator to facilitate patient admissions where required Liaise with external agencies (coroner, GP, hospitals, DVLA, DWP) and facilitate provision of reports/results from the clinical team To assist resolving informal complaints and support the formal complaints process Co-ordination of relevant information in the event of a patient death including internal notification of death form, cancellation of future appointments and informing medical records Liaise with staff from outreach clinics

Information processing and management



Preparing and distributing documents relating to clinical work in a timely fashion. Examples include: Discharge summaries Post discharge letters Clinic letters General correspondence to patients or referrers Ensure that appropriate clinical documents and images are uploaded onto Trust systems such as EPR and AGFA Use prescribed Trust systems such as EPIC to prepare dictated correspondence Type general correspondence/documents/presentations for the consultant in relation to education, administration, research etc To file copies of clinical documents (e.g. letters, reports and results of investigations) in patient's case notes To file non-clinical documentation To track medical records appropriately To assist in searching for medical records to support other colleagues To update records and register patients on EPIC as required Scheduling of procedures within EPIC, and creation and distribution of all relevant documents

Service development



Deputise for others and provide cross-cover within the team/division/care group Undertake appropriate administration duties on behalf of the directorate when requested Provide advice and support to new staff members or temporary staff To participate actively in team discussions on business planning and service development of administrative and secretarial systems, including the implications on these systems of changes in clinical practice To evaluate and reprioritise own workload in accordance with competing demands from patients, medical staff and others

Resource management



To maintain diary for the consultant, including arranging meetings and clinical commitments To be responsible for the management of meetings including provision of rooms, facilities, distribution of agenda and minute taking Inform departments when consultant leave is scheduled, rearrange commitments where possible and assist in arranging cover where required Organise travel arrangements for the consultant in relation to clinical duties To enter and/or amend patient information onto the waiting list as required To monitor choose and book activity and deal with referrals in a timely and appropriate manner Manage correspondence sent to the consultant in a timely manner and ensure appropriate action is taken Management of consultant's email inbox, replying and forwarding messages where appropriate To report faults with office or IT equipment

Any other duties that may be required following discussion with line manager