Administrative Assistant

Job description

Job responsibilities

To accurately and efficiently type letters and documents using an audio dictation system in a timely manner.

Processing of patient admin and clinic letters, reviewing, editing, completing, printing and sending a paper copy to the patient.

To look up and check data on the electronic patient record system, including confirmation of the patient/GP address etc. There may be times when patient notes are not available, and more information will need to be retrieved from the IT system.

To save work on the network drive in a format which is consistent with the department and can be easily located and retrieved.

To raise any queries relating to specific patient letters or the overall clinic with the appropriate Medical Secretary.

To ensure any actions in dictated correspondence are passed for action to the appropriate personnel.

To accurately trace patient notes from one location to another on the electronic patient record system

Diligent and accurate processing of patients information.

To enter patient level data onto a spreadsheet in order to monitor test results.

To carry out other clerical activities as required, such as photocopying, filing, sorting and distributing letters, sorting post etc.

To answer queries relevant to role from administrative and clinical staff in a professional and courteous manner, referring on to a relevant staff member if necessary.

To work in partnership with the Medical Secretary and wider administrative team.

To provide cross-cover for colleagues during times of absence.

To ensure patient confidentiality is maintained at all times.

To carry out other reasonable duties, appropriate to the grade, as agreed between the post holder and Support Manager.

Person Specification

Education/Training/Qualifications

Essential

• Educated to GCSE English standard or relevant experience.
• Awareness and compliance of Trust policies and procedures.
• Requirement to train on and use the Trust computerised patient record system
• Experience of audio typing/digital dictation, or requirement to train

Desirable

• A typing qualification such as RSA will be a distinct advantage

Experience

Essential

• Must be able to type and process large amounts of typing quickly and accurately
• Experience of working in an office environment dealing with correspondence, filing, photocopying and general clerical tasks
• Ability to speak to patients, GP's, and other health care professionals confidently and with empathy. Ability to work within a multi-disciplinary team.
• Experience of working in the NHS or similar organisation
• Excellent written skills in order to be able to proof read typing

Knowledge/Skills/Abilities

Essential

• Must be computer literate and have working knowledge of Microsoft Word and Outlook, with Excel being an advantage
• Understanding of confidentiality and data protection

Desirable

• Knowledge of entering and accessing data on an organisational computer system
• Knowledge of medical terminology would be an advantage

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Bristol NHS Foundation Trust

Address

Kendon 2, Southmead Hospital

Westbury-on-Trym

Bristol

BS10 5NB

United Kingdom

Employer's website

https://www.nbt.nhs.uk/