Clinic Prep/ Clerical Administrator

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Job Overview

• To be responsible for the timely preparation of medical notes within the Outpatient setting, including planned activity and additional clinics.
• To ensure that case notes are stored and filed in accordance with local policies and practices and that patient confidentiality is maintained at all times, A good ability to work on own initiative is essential.
• To Provide admin support to the Nursing team when needed.
• Provide cover for the Plastic Trauma reception desk and Hand Centre reception desk when needed.
• Good IT skills, including basic Excel.
• Working in an open plan office to help with additional workload within the admin setting, including; updating electronic records.
• The role may necessitate assisting patients and outside agencies with patient related enquiries.
  
  

Main duties of the job

• Preparation of daily outpatient clinics
• Assessing options and decision making in regards to location case notes, taking account of systems and other available information
• To ensure that all case notes are logged on the electronic tracer system
• To deal with external/internal enquiries in a courteous and efficient manner
• To be aware of patient confidentiality at all times
• To carry out the filing of case notes when required
• To carry out the preparation of case notes for outpatient appointments.
• To carry out the preparation of case notes for admissions when required
• To carry out the photocopying of case notes when required
• To carry out the scanning of case notes when required
• To deal with the any phone enquiries when required
• To ensure attendance at mandatory training sessions, involvement in appraisals and personal development plans and adherence to Trust policies
• To work under standard operating procedures (SOP’S)
• To carry out admin work in an office environment; including, filing, open post, updating spreadsheets with patients information/test results when required.
  
  

Working for our organisation

You will be working within the Plastic Surgery, Burns and Dermatology Team at Southmead Hospital, situated with in the Brunel Building. You will mainly located at our outpatient department at Gate 24, and work closely with a wide variety of members from our multi disciplinary team.

Detailed Job Description And Main Responsibilities

• Preparation of daily outpatient clinics
• Assessing options and decision making in regards to location case notes, taking account of systems and other available information
• To ensure that all case notes are logged on the electronic tracer system
• To deal with external/internal enquiries in a courteous and efficient manner
• To be aware of patient confidentiality at all times
• To carry out the filing of case notes when required
• To carry out the preparation of case notes for outpatient appointments.
• To carry out the preparation of case notes for admissions when required
• To carry out the photocopying of case notes when required
• To carry out the scanning of case notes when required
• To deal with the any phone enquiries when required
• To ensure attendance at mandatory training sessions, involvement in appraisals and personal development plans and adherence to Trust policies
• To work under standard operating procedures (SOP’S)
• To carry out admin work in an office environment; including, filing, open post, updating spreadsheets with patients information/test results when required.
  
  

Person specification

Education and Training

Essential criteria

• Good general education including GSCE in Maths or English (or equivalent)
• Keyboard and computer skills (Microsoft office)
  
  

Desirable criteria

• Patient Administration System (PAS) training
  
  

Work Experience

Essential criteria

• Experience in Experience of working as part of a team in a multi-disciplinary environment
• Ability to demonstrate customer care skills
  
  

Desirable criteria

• Experience in NHS or similar organisation
  
  

Knowledge, Skills and Abillities

Essential criteria

• Excellent written/verbal communication skills
• The ability to work to tight deadlines and prioritize workload
• Able to develop good working relationships amongst team, colleagues and clinical staff
• Willingness and ability to learn new IT skills and technology
  
  

Person Quailites/ Special Circumstances

Essential criteria

• Able to work flexible to meet the needs of the service
• Ability to act under direction from senior members of the team
  
  

If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.

Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.

If you feel you meet the requirements of the Disability Act / Two Ticks scheme and require further support/advice, please contact us on tel 0117 414 1151.

North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.

At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT’s workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.