Admin Assistant Pre-Op Assessment inRedditch inRedditch PUBLISHED 16 DEC 2023

Job Purpose:
Use the manual and computerised systems including PAS, ENVOY, PTS, TEAMS and CLIP to:To work as part of the Pre-Operative Assessment clerical team assisting with the smooth and efficient running of the Pre-Operative Assessment Clinic.Provide a comprehensive receptionist service for the department and administration duties as set out in the job description.To make appointments on the Trust IT systems in accordance with agreed policies and procedures.To provide accurate, timely information to assist nursing staff in good management of their Pre-Operative Assessment clinics.The post will also include answering telephone queries and updating the hospital PAS system.To ensure the confidentiality of all patient information and Trust business.
Key Duties:
Postholders must be able to work on their own initiative when carrying out their usual duties. Supervision is available as required.To participate in reception duties for Pre-Operative Assessment Clinic Countywide, as well as any other visitors to the department.To greet ptients in a polite and respectful manner and promote patients sense of dignity at all times.The postholder is often the first point of contact for the majority of patients.Use of manual and computerised systems including PAS, CLIP and digital Pre-op solution.To check registration details and demographics for accuracy and ensure that all details are updated on PAS to include #call meRecord the patients attendance to clinic and outcome their appointment on their departureNotify secretaries of DNAs via the agreed proformaTo deal with enquiries from patients, the general public and other staff as appropriate.Ensure the smooth daily running of the Pre-Operative Clinic reception deskLiaise with ambulance control for ensuring the patients return journey home is scheduledTo carry out any other duties appropriate to the grade as requested by the booking team.Ability to prioritize workload according to demands of the department.To reschedule Pre-Operative assessment appointments in accordance with the agreed S.O.P, under the direction of the administration team.
Communication Responsibilities:
To ensure that there is good communication between the administration team and the clinical team so that the department runs smoothly.To demonstrate tact, diplomacy, patience and empathy in the course of considerable patient contact, both in person, over the telephone, and by email correspondence.Ensure telephones are answered promptly and dealt with appropriately.To respond to patient telephone or face to face complaints in the first instance, seeking support and advice from the team leaders or nurses as appropriate.To impart clear, concise appointment related information to patient, secretaries and booking staff.To use interpersonal skills to interact and communicate appropriately with a variety of patients from differing backgrounds and cultures, puting each individual at ease and reassure anxious patients.To communicate appropriately with patients who have special needs including patients with physical and mental disabilities, learning difficulties and with patients who are anxious and/or upset.To communicate appropriately with patients who are behaving in an aggressive manner and seek help from senior staff.To deal appropriately with messages left on the out of hours answerphone service, and any emails received into the countywide email box.To communicate effectively and work collaboratively as a member of the Multi-Disciplinary team.
Clerical Responsibilities:
To answer general telephone queries from patients, health professionals and the general public and process appropriately or refer on to relevant staff as appropriate.In exceptional circumstances where clinical staff are unable to arrive for the clinic, support the appointments team and nurses with cancelling patients by telephone at the last minute.To amend and cancel appointments appriopriately. Notify relivant secretary or booker.To generate appropriate letters and cross reference patient details for accuracyTo liaise with other Pre-Operative Assessment clinics across county.To provide clerical support for nursing staff countywide.To destroy confidience waste appropriately and in line with the Trust policy.Ensure computer, printer equipment and stationery is available and working effectively working, reporting any faults or problems to the team leader.
Educational Responsibilities:
To demonstrate working practices to new and exsisting employees including Admin & Clerical staff, any Pre-Operative Assessment staff countywide.To have sufficient knowledge of Departmental clinical procedures to be able to inform and advise patients.To have sufficient knowledge of the Pre-Operative Assessment Service to be able to advise patients on the appropriateness and timeliness of appointments.To ensure your training requirements are up to date within Trust targets.
General Responsibilities:
To observe confidentiality of patient records at all times in accordance with the Data Protection Act.To use acquired knowledge to inform patients of the benefits of Pre-Operative AssessmentTo manage and prioritise own workload, taking identified priorities into account and observing department policies.To review procedures regularly in discussion with colleagues and advise of any improvements that could be made to administrative procedures.To comply with department sickness SOP and report any absences in accordance with this policy.To report any equipment faults or hazardous or potentially dangerous situations.To report any accidents, untoward incidents and complaints by following appropriate escalation procedures.To ensure patient confidentiality.To ensure all Trust standards and policies are observed.To remain professional at all times

Job summary

Worcestershire Acute Hospitals NHS Trust, Pre-Operative Assessment Department is looking to recruit a talented Administration Assistant who is a committed, professional individual and shares our vision, values and professional ambition.

The role is located at the Alexandra Hospital, Redditch and is full-time.

You will join our current administrative team where you will be welcomed and mentored to provide reception cover at the Alexandra Hospital as well as support bookings of our Pre-Operative assessment appointments. Ideally you will have previous admin experience, including systems such as PAS and CLIP however full training will be given on all systems.

Main duties of the job

Reception duties to include, but not limited to:

Greeting patients and booking in via PAS

Providing patient outcomes in PAS after attendance

Sending appointment letters & text message reminders

Answering the telephone

Listening to answerphone messages and taking appropriate action

Working alongside the Nursing team

Supporting the wider admin team in the Pre-operative Assessment booking