Weight Management Administration and Clerical Assistant, Band 2

at  Gloucestershire Hospitals NHS Foundation Trust

The post-holder will provide an efficient, confidential and professional administration & clerical service to the specialty team. This will include secretarial support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of an Administrative Support Team will report to the Specialist Weight Management Admin Co-ordinator.

The post holder will work under the guidance of the Specialist Weight Management Admin Co-ordinator, Discipline Leads, Assistant General Manager and Service Lead:

• Delivering a consistent and effective administration and clerical support
• Demonstrating effective time management and workload prioritisation
• Has a comprehensive understanding of hospital patient systems (e.g. P2P, Trak & Infoflex)
• The post holder has no budgetary responsibility but will be expected to work within existing budgets
• Effectively supports delivery of administrative targets based on Department and Trust objectives and standards
• Enables effective records management
• Follows Department and Trust administrative policies and procedures and supports other clerical staff to do so

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.

Knowledge, Skills, Experience and Aptitude Required

• Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
• Proficient Keyboard skills with IT experience of Microsoft Office packages
• Knowledge of general office duties or business administration systems
• Good communication and interpersonal skills with a good command and understanding of English, punctuation and grammar
• Ability to work flexibly within a team and work under instruction
• Ability to work quickly and accurately

Key Result Areas
Whilst the organisation and structure within specialities/divisions may vary, the specific remit of this role will include:

Administration

• Undertaking typing tasks as requested by the SWMS Co-ordinator and clinicians
• Filing letters and reports into patient medical notes within the department (or this may be required to be done directly at Health Records).
• Managing the mail for the services by opening and sorting incoming post, filling envelopes and sending out correspondence both internally and externally
• Request and return patient notes on behalf of the department, including using the electronically tracer system
• Clerical tasks as required i.e., photocopying, answering the telephone etc to support team members and clinicians
• Comprehensive use of in-house patient administration systems to check information on patients, outpatient appointments etc.
• Responsible for chasing queries where patient contact details are incorrect
• Undertaking collation tasks when required, such as photocopying and distributing meeting paperwork etc
• Undertake work when requested by the SWMS Co-ordinator and clinicians as well as prioritising workload appropriately
• Communicate inter-departmentally with all levels of staff, MDT functions, GPs, patients and their carers
• Undertake any other appropriate duties, commensurate with the role as required at the request of the SWMS Co-ordinator, head of service, other A&C colleagues and clinicians.

Speciality Specific Support

• Maintaining the filing system of patient records for the service
• Being the main point of contact for visitors to the department
• Logging referrals, booking new and follow-up appointments
• The post holder is authorised for requisitioning and receipting for Smartstream (P2P)
• To attend department meetings and all meetings of relevance to the role

Team-working

• To work as part of an Administrative Support Team, working flexibly to ensure that administrative work is shared out equally and performed to excellent, efficient and safe standards
• At the request of the SWMS Co-ordinator, you may be required to cover Admin colleagues during absences i.e. annual leave and sick leave
• Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager

General

• Fully participate in the Trust’s appraisal system and personal development planning
• Undertake training as necessary, in line with the development of the post and as agreed with the Band 4 Specialist Weight Management Admin Co-ordinator, as part of the personal development planning process
• Demonstrate and achieve agreed standards of personal and professional development within agreed timescales
• Contribute positively to the effectiveness and efficiency of the teams in which you work
• Contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies
• Helping to maintain the office environment by reporting, following Trust policy, to the appropriate department/people
• Supporting the induction process by providing information to all new clinical and non-clinical staff on administrative process and hospital systems, alongside the Specialist Weight Management Admin Co-ordinator
• Support the administrative team to achieve their targets

Communications and Working Relationships

• Medical staff, including Consultants
• Nursing Staff
• Patients, carers and relatives
• Medical Secretaries/Ward Clerks
• Outpatient Staff
• Health Records staff
• GPs and GP practices
• Other NHS organisations
• External bodies, such as solicitor practices, DVLA, Social Services, Police etc

Physical Effort and Working Conditions

• Movement of medical notes on an infrequent basis (Manual Handling Training Provided). This can range from one set of notes to bags weighing up to 15kg
• Exposure to occasional unpleasant working conditions due to extremes of office temperatures
• Use of Visual Display Unit (VDU) on a daily basis (Workstation assessments undertaken), will be sitting at the desk all day
• Dealing with sensitive and confidential information
• The work pattern may be unpredictable due to interruptions and high levels of concentration are also required as priorities can change during the day
• Dealing with demanding, difficult, aggressive, upset patients and their carers/relatives

General Conditions
Confidentiality
In the course of your employment, you may have access to, see or hear confidential information concerning the medical or personal affairs of patients and or staff. Unless acting on the instruction of an authorised officer, on no account must such information be divulged or discussed except in the performance of normal duties. Breaches of confidence, including improper passing of registered computer data, will result in disciplinary action, which may lead to dismissal. You should be aware that regardless of any action taken by your employing authority, a breach of confidence could result in a civil action for damages.
In addition, records, including VDU screens and computer printouts of registered data must never be left in such a manner that unauthorised persons can obtain access to them. Written records must either be destroyed or retained in safe custody when no longer required. VDU screens should always be cleared when unattended.
Terms and Conditions of Service
The principle terms and conditions of your appointment will be those set out in the Agenda for Change national agreement as amended from time to time by the NHS Staff Council. These terms and conditions are set out in the NHS Terms and Conditions of Service Handbook, which is available on the Trust’s intranet and NHS Employers web site.
Health and Safety
it is the duty of every employee to work in such a way that accidents to themselves and to others are avoided, and to co-operate in maintaining their place of work in a tidy and safe condition, thereby minimising risk. Employees will, therefore, refer any matters of concern through their respective line managers.
Data Quality
As part of your employment you may be required to record Patient Information (computerised or on paper). You have a responsibility to ensure that information is entered accurately, completely and consistently. It is particularly important that patients’ demographic details are kept up to date. Problems should be reported to your Manager.
No Smoking Policy
Gloucestershire Hospitals NHS Foundation Trust operates a no smoking policy. Smoking is not permitted anywhere within the buildings and grounds of all Trust sites. These restrictions include all areas up to the boundaries of all sites.
NB
This job description is not intended to form part of the contract of employment or to be a complete list of duties and responsibilities, but is a good guide for information to the job. It will be periodically reviewed in the light of developing work requirements in the department. The officer in the post will be expected to contribute to that review

Please refer the Job description for details