Administrator

at  Nottingham University Hospitals NHS Trusts

Work collaboratively with administration colleagues within Outpatient Services to maintain and update the Sleep and Complex Ventilation partial booking waiting lists (PBWL). Deal with enquiries by telephone, e-mail and face to face from staff, colleagues, patients, relatives/carers and the general public in an appropriate and timely manner. Clinic scheduling, using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the speciality management team medical/nursing staff. Notify Sleep & NIV Co-ordinator or designated person of any patients who fail to attend their appointment who will take necessary action in line with department and/or Trust policies.
Maintenance of patient records / general office administration Demonstrate competence in the use of hospital computer systems (e.g. PAS, NotIS, webHISS, Medway and HISS) and data bases (e.g. Excel / access) Distributing and opening in-coming mail timely and dealing with appropriately. Action NIV Internal and Discharge referrals on Medway.
Print appointment/procedure confirmation letters as necessary and send to patients with the relevant information leaflets promptly. Accurately transcribe clinical letters using Winscribe, producing high quality work within defined deadlines. Work collaboratively with the wider administration and clinical team cross specialty and division including but not defined to administration staff, clinicians, managers, specialist nurses and allied health professionals to facilitate patient pathways. Take an active role in managing patient journeys against agreed Trust access policies and the referral to treatment (RTT) national guidance which will include validation of RTT pathways.
Liaise with colleagues to follow up patient investigation results, appointments and facilitate an efficient patient journey. Ensure patient files are up to date with correct correspondence addresses and contact numbers including correct address for GP. Establishes and maintains administrative systems/databases for data collection for audit purposes where appropriate. Includes tracking and flagging investigations/results and making appointments.
Responsible for dealing with incoming consultant correspondence and facilitating prompt action on results/reports. Participate in relevant Sleep & NIV meetings assisting with taking minutes. Use judgement and initiative to prioritise the importance/urgency of particular requests within defined guidelines; Undertake general office work and any other appropriate duties assigned by Sleep & NIV Coordinator, Admin Manager,Deputy Service Manager, Service Manager and Clinician. Contribute to the improvement of services where appropriate.
Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately. Post Holder is required to work cross-site

Please refer the Job description for details