Senior Administrative Assistant

A Vacancy at Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust.

We wish to appoint a Senior Administrative Assistant within the Division of Medicine working 29 hours per week.

This role is responsible for the co ordination of all administrative, clerical and secretarial services within the asthma and interstitial lung disease nursing team and to ensure the smooth operation/running of both services.

If you wish to be considered for the position available please click apply now to complete an application form. Throughout the application form, and particularly in the supporting information, please ensure you clearly demonstrate how you meet each of the criteria on the person specification.

Candidates will be required to present original certificates for qualifications at interview stage.

PLEASE NOTE - this vacancy may close earlier than the specified closing date if a high volume of suitable applications are received.

This role is responsible for the co ordination of all administrative, clerical and secretarial services within the asthma and interstitial lung disease nursing team and to ensure the smooth operation/running of both services.

We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.

• Using IT systems such as HIS, patient centre, Onbase, Big hand
• Decision making and prioritising workload.
• Cancelling, booking, rescheduling and managing all patient appointments.
• Constantly review working practices and implement change where required.
• Exercise judgement when dealing with patient enquiries.
• Maintaining the asthma and ILD waiting lists.
• Pre-admit, admit and discharge day case patients in the asthma biological clinic which is currently held once per week.
• Co-operate and communicate effectively with all disciplines of staff within WWL and neighbouring trusts.
• Help to coordinate the severe asthma MDT meeting and any other meetings as necessary.
• Administration of the patient appointment systems such as the creation and changing of clinic templates and clinic codes and cancelling clinics due to sickness or planned annual leave/study leave.
• Communicating effectively with external sources such as GP surgeries and/or tertiary centres regarding the continuity of patient care.
• Advise manager of trends in referral/waiting times for appointments.
• Monitors and records attendances and DNA's and reports this to line manager.
• Receive and process mail, referral letters, telephone calls and emails.
• Work without supervision but with obligation to seek advice for those duties/tasks which go beyond prescribed schemes of work.
• Produce reports using Microsoft applications, such as Excel, PowerPoint.
• Attend and minute meetings where policy and service development/changes are discussed.
• Ensure all patients receive appropriate review appointments by utilising the waiting lists.
• Participate in the audit of the service by preparing reports of data when needed and entering basic information.
• Check ERS for referrals and allocate appointments appropriately.
• Maintain asthma & ILD databases.
• Record attendance, disposal and clinical coding for some nurse led clinics
• Maintain accurate service activity numbers.
• Ensure full patient data is entered on patient centre.
• Provide help and advice to patients regarding their appointments.
• Typing all nurse led clinic letters promptly and accurately using Big hand software.
• Scanning patient results and correspondence using Onbase.
• Act as first point of contact for all communications to the service.
• Filter and prioritise communications for nurses that are via email and telephone.
• Have a confident, empathetic approach when dealing with occasional situations such as cancelling or rescheduling of patient’s appointments.
• Good communication and interpersonal skills.
• Maintain good working relationships.
• Identify deficits in resources required to carry out the job
• Monitoring of all materials and equipment for the asthma & ILD service and to maintain stocks.
• Ordering of stationary/office/medical equipment using the NHS supply chain and Oracle.
• Ensuring cost effectiveness and helping to keep within service budget.
• Maintain personal and professional development to meet the changing demands of the job and participating in appropriate training activities when required.
• Comply with national and local mandatory training.

• Have a confident and empathetic approach when dealing with situations such as cancelling and rearranging patient appointments
• The necessity to communicate either on the telephone or face to face with various internal and external sources both clinical and non-clinical.
• Good communication and interpersonal skills in order to exchange information with patients.
• Maintain good working relationships with all disciplines.
• Respect the individuality, values, cultural and religious diversity of patients and contribute to the provision of a service sensitive to these needs.
• Act as a first point of contact for all communications to the service.

• To identify deficits in resources required to carry out own job and the job of the nurses.
• Responsible for ordering equipment and materials and maintaining stocks.
• To be cost effective and help to remain within the service budget.

• To maintain personal and professional development to meet the changing demands of the job.
• Participating in appropriate training activities when required.
• To comply with national and local mandatory training.

• Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

This advert closes on Sunday 19 Jan 2025