Senior Administrative Assistant

Choose Well - Choose WWL

Job overview

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.

Main duties of the job

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.

Working for our organisation

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.

Detailed job description and main responsibilities

• 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.

Person specification

Qualifications

• Educated to GSCE level or equivalent or able to demonstrate experience in a similar role

Experience

• Working to deadlines
• CPD evidence
• Previous admin and clerical experience
• Experience within a healthcare setting
• Experience in using databases and spreadsheets
• Experience of using Microsoft office

Skills

• Proven ability to communicate effectively
• Time management skills
• Ability to prioritise workload
• Self motivated
• Customer care skills
• Excellent literacy and numeracy skills
• Work effectively with IT equipment
• Competent in the use of Microsoft office packages

Knowledge

• Knowledge and proven competence of Microsoft office programmes

Additional

• Able to work as part of a team and able to work alone
• Work effectively when under pressure
• Problem Solving
• Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation

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Recruitment Information for Candidates

Our Trust prefers candidates to submit applications online. Please contact the Recruitment Team on 01942 244000 if you have difficulty applying online.

The Trust reserves the right to close adverts earlier than the stated closing date if there is a high volume of applications.

We endeavour to inform all applicants of the outcome of their application by email or SMS text message.

Guidance on Completing Your Application

Applications are scored against the person specification, therefore we recommend that you use the supporting information section of your application form to demonstrate how you meet the essential and desirable criteria for the role, providing illustrative examples where possible.

On-Call

Please note that some roles may require you to participate in an on-call rota, if the role is predominantly operational.

Continuous Service

WWL has signed up to the Greater Manchester Continuous Service Commitment. and will recognise your continuous or ‘unbroken’ service in any Greater Manchester Local Authority or NHS organisation, Transport for Greater Manchester, Greater Manchester Fire and Rescue Service or Greater Manchester Combined Authority; giving you access to our service-related benefits.