Job Description

We are seeking an enthusiastic and motivated individual to join our busy team with Dermatology Department. To provide comprehensive and confidential administrative and clerical activities to meet the needs of the service in accordance with Departmental, Trust and National standards, policies and procedures.



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.



Provide effective and efficient administrative support to the department and support the Waiting List Co-Ordinator and Admin Manager. Expected to use own initiative and able to work unsupervised and take responsibility for themselves and the quality of their work and the service they provide to patients.



Must be able to plan and manage a range of duties, organise own work to meet deadlines and respond professionally to enquiries both internal and external to the organisation. Act as a role model to colleagues, always seeking to maintain the highest standards of professionalism.



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.



Under supervision and guidance abstract all the necessary information relating to outpatient procedures from both the case notes and the Trust's electronic systems and input this into the patient administration system



To manage the Waiting List and book as appropriate, validating errors and monitoring trends. Monitor utilisation reports. To ensure wherever possible that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, liaising with department and Trust staff to maintain an efficient record system, prompt transcription and distribution of correspondence in compliance with local/national targets.



To ensure all routine and/or urgent appointments are effectively and successfully booked within a prompt timescale as appropriate and a proper record is maintained.



Deal with all telephone calls relating to the outpatient appointment system, ensuring all calls are dealt with in a polite, pleasant and professional manner.



To have a clear understanding of RTT and performance targets and utilise reports effectively.



Use of hospital systems, including EPR and Mmodal to effectively manage workload and RTT patient pathways.



To maintain accurate and up to date internal computer systems and to retrieve and generate information to assist in the effective organisation of all patients/customers in accordance with local and national policies and targets.



To maintain efficient office management system/procedures to enable the department/clinical team to optimise their customer/patient care by ensuring that the data entered onto the systems is accurate, complete and up-to-date, identifying issues and acting accordingly.



Maintain confidentiality and discretion and comply with the terms of the Data Protection Act and local Trust policies at all times.



Attend training courses as required to support personal development and the needs of the service.



Act with flexibility to utilise skills in other functions if and when appropriate or required by the role's line manager.



Support new team members by demonstrating and explaining routine dept practices and procedures, undertaking appropriate training and development with new and existing staff ensuring standards of practice are maintained at all times.



Provide appropriate cover in the absence of other members of the team. This may include working at an off-site location.



Maintain confidentiality and discretion and comply with the terms of the Data Protection Act and local Trust policies at all times.



Complete Trust Mandatory Training and keep up-to-date for all modules



Ensuring clinics and theatres are fully utilised to 100%.



Ability to work within tight deadlines



For further details of the role please see the attached job description.