Clinical Administrative Assistant

THE NORTHAMPTONSHIRE BREAST SCREENING SERVICE
THE FORREST CENTRE
NORTHAMPTON GENERAL HOSPITAL

ADMINISTRATIVE ASSISTANT – BAND 3 – 16 hours per week (2 days) Monday and Friday (working hours between 8-6.30pm)

An exciting opportunity has arisen for a flexible, enthusiastic and motivated individual to join our Breast Screening & Diagnostic Imaging Unit, to provide clerical and administrative support.

We are a small, friendly, busy unit dedicated to delivering a high quality; effective and efficient service.

Eligible Women are invited to call the department to make their appointment for a breast screening mammogram. As such, part of the role will be answering a significant amount of telephone calls. Therefore excellent communication skills are required along with a courteous, helpful and professional telephone manner is essential.

The role also involves, covering reception, prepping clinics and dealing with queries as they arise.

There are many IT systems that support the Breast Screening Unit therefore it is essential that you are a confident and competent computer user.

This is an important clerical position requiring a willingness to be adaptable and accurate, together with the ability to prioritise and plan your own workload effectively and efficiently, supported by the Deputy Office Manager.

If you rise to the challenge of a fast-changing pace, along with competing priorities, then this could be the role for you.

To deal with enquiries either by telephone, email, personal contact or
correspondence, within agreed limits and take appropriate action, ie ensure appropriate documentation is available.

Assist in the effective management of patient pathways and ensuring that all necessary appointments, including booking outpatients, clinics, waiting list etc. are arranged on time, diagnostics and tests are processed as required and that patients receive timely treatment thus meeting the Trust and national standards when required.

Ensuring the relevant databases and patient information systems are
up to date.

Ensure patients’ notes are correctly completed with the patient details and
accurate copies of investigative reports and correspondence are filed/scanned in as per the BSU processes.

Prepare clinics and complete necessary documentation for all new
patients.

Prepare and collate statistical information as required and input onto a
database if appropriate, in conjunction with Trust requirements.

Liaise with other Hospital Departments, GPs, and other health care agencies when required.

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our excellence values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ plus backgrounds as these are underrepresented in our hospitals.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Northampton and Kettering General Hospitals.

To produce relevant correspondence and material as required for appointments and queries within the BSU.

To deal with enquiries either by telephone, email, personal contact or
correspondence, within agreed limits and take appropriate action, ie ensure
appropriate documentation is available.

Assist in the effective management of patient pathways and ensuring that all necessary appointments, including booking outpatients, clinics, waiting list etc. are arranged on time, diagnostics and tests are processed as required and that patients receive timely treatment thus meeting the Trust and national standards when required.

Prepare clinics or lists to ensure effective time management and utilisation.

Ensuring the relevant databases and patient information systems are
up to date.

Provide general administrative services including photocopying, filing, emails and other office routines.

Ensure all correspondence and documentation is filed promptly and cross
reference whenever necessary.

Ensure patients’ notes are correctly completed with the patient details and
accurate copies of investigative reports and correspondence are filed/scanned in as per the BSU processes.

Prepare clinics and complete necessary documentation for all new
patients.

Prepare and collage statistical information as required and input onto a
database if appropriate, in conjunction with Trust requirements.

Ensure that relevant health records are available to medical staff when required and anticipate demand wherever possible.

Receive and sort daily post and distribute as appropriate.

Assist the process of patient tracking, including booking all necessary
appointments, chasing results, assist with waiting lists appointments and ensuring that patients receive timely treatment.

Liaise with other Hospital Departments, GPs, and other health care agencies when required.

Assist and help colleagues when the need arises.

Provide cross cover within team during absence and implement relevant weekly rota.

Attend and participate in meetings as requested, and where needed take minutes.