Administrative Assistant

at  Wrightington Wigan and Leigh Teaching Hospitals NHS Foundation Trust

The Urgent Treatment Centre are looking to recruit an Administration Assistant within the Urgent Treatment Centre at Leigh.
This is an exciting and challenging department which provides support 7 days per week. The post holder will be expected to work under pressure, adapting positively to a busy and demanding workplace. A flexible approach is necessary as this post involves working unsociable hours, i.e. weekends, Bank Holidays and internal rotation night duty.
Previous NHS experience would be advantageous.
The main duties of this post are to provide a professional administrative service in the Urgent Treatment Centre. To meet and greet people attending the Reception Area with dignity and respect ascertaining their requirement and respond to those requirements accordingly, reflecting high quality customer care in all daily activities.
Excellent communication skills are essential, as the post holder will deal with distressed patients and relatives. The post involves registration of patients onto the computer system so excellent keyboard skills are required.
* Previous applicants need not apply *
Choose Well – Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values.
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.

Key results from the job holder

• To receive and accurately record onto electronic systems all related data for new and follow up attendances to Walk in Centre. Update and revise information where necessary.
• Liaise with personnel from appropriate external agency to obtain patient information as and when required, ensuring confidentiality is maintained at all times.
• Decide based on the patient’s presentation and information provided and using your initiative, liaise with / summon Triage Nurse where concern exists over the condition of the patient.
• Effectively deal with all enquiries, via telephone and face to face with regard to patients, staff, internal and external agencies, with the exception of medical advice.
• Responsible for scanning of patient documentation and complete full audit as appropriate.
• Booking of appointments as appropriate ensuring all relevant information is input onto electronic systems. All clinic outcomes and procedures are recorded in a timely manner.
• Forward patient’s documents / details to appropriate departments for follow up appointments for example, fracture clinics, ENT, ophthalmology and physiotherapy.
• Ensure all GP discharge letters are forwarded appropriately adhering to Caldicott Guidelines

Planning and Organisational Duties

• To plan and organise own workload whilst assisting colleagues to meet the Departmental needs of the service.
• To support and evaluate changes to working practice whilst actively seeking ways to improve the service.
• Maintain an effective filing system within the office area.
• Maintain staffing levels in reception area by contacting staff to cover shifts in emergencies during out of hours

Communications and Key Working Relationships

• Maintain daily contact with colleagues working within the team to ensure priorities are met and targets achieved
• Regularly update management team regarding outstanding issues, potential areas of concern and any other associated problem.
• Use multiple systems in order to process requests and communicate information to job related stakeholders.
• Use initiative when dealing with general public in order to manage people expectations and overcome barriers.
• Work effectively as part of the multi-disciplinary team.

• To plan and organise own workload whilst assisting colleagues to meet the Departmental needs of the service.
• To support and evaluate changes to working practice whilst actively seeking ways to improve the service.
• Maintain an effective filing system within the office area.
• Maintain staffing levels in reception area by contacting staff to cover shifts in emergencies during out of hour