Frailty Administration Assistant

• Monitor appointments and ad hoc community visits.
• Support the frailty medical team and the Consultant Practitioner in their day-to-day work.
• Type follow up letters via dictation for the clinical team.
• Update EMIS / Careflow (and other potential future EPR systems) and spreadsheets with patients data.
• Ad-hoc clerical duties to include participating in MDT, facilitating meeting, actions as appropriate.
• Support the admin coordinator who is responsible for organising patient attendance for Frailty Falls clinic ensuring that the diagnostic investigations are scheduled appropriately for clinical needs. This will involve telephoning and booking appointments using a number of computerised systems.
• To compile and update waiting lists for necessary diagnostics procedures. Monitor patient lists from Monitor referrals from the NHS e-referral system.
• Deal efficiently and effectively with telephone calls (patient, consultants, secretaries, GPs etc.). Ensuring confidentiality is strictly maintained and complying with Data Protection Act.
• Contact patient to offer appointments that are convenient, agree and book date and arrange for letter and appropriate literature to be sent to the patient.
• Ensure that all patients are offered a choice of date and time for their admissions with reasonable notice within the relevant NHS maximum waiting times.
• Telephone patients with details of cancellations/admissions when required.
• Cancel and re-arrange admissions/attendance as and when needed (via ward, consultant, patients etc.). Liaise with Team Leader and Administration Service Co-Ordinator over late cancellations and arrange any backfilling if appropriate.
• Ensure all cancelled day case admissions or out-patient attendances (both patients and hospital initiated) and DNAs are followed up and recorded efficiently.
• Provide general advice and guidance to patients and relatives on admissions/attendance.
• Inform wards, secretaries, consultants and the Frailty team of all arranged attendances or any changes/cancellations.
• Recording, accessing and updating Patient Information on Careflow and EMIS system in a timely and accurate manner.
• Cover colleagues in other Frailty Admin Services.
• When booking urgent patients, ensuring wards, TCI requirements, operational services, are aware of patients attendance/admissions.
• Keep electronic diaries up to date.
• Liaise with all other staff clerical, secretarial, wards, GPs, Community Nurses and other Clinical Staff.
• Use computer software/systems word, excel, Emis/ Careflow / Careflow Connect.
• Maintain a safe environment within the workplace whilst adhering to Health and Safety policy.
• Cover colleagues sickness/annual leave when necessary.
• Ensure all up to date Trust and Departmental policies and procedures are adhered to.
• Performing all ad-hoc clerical duties as required i.e. E-mail, photocopying, typing and telephone calls.
• Ordering, organising and monitoring equipment for teams including EBME checks and equipment for new starters.
• Minute taking at meetings and typing up, typing up action plans.
• Typing up action plans.

• Ensure patient activity is recorded real time on relevant Trust Information System.

• Take part in Trust appraisal process, agreeing objectives and a personal development plan annually.
• As required, attend regular mandatory training and other training courses relevant to the job.

• Participate in and assist in audits

• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme

Essential

• Educated to GCSE level/NVQ Level 2 and/or equivalent qualification and/or experience
• NVQ 3 in Customer Care or equivalent knowledge through training and experience

Essential

• Previous clerical experience
• Able to deal with the public in person and via the telephone
• Management of patient appointments and staff diaries
• Experience of taking and typing minutes of meetings

Desirable

• Knowledge of medical terminology
• Previous NHS experience
• Experience of mentoring and training staff

Essential

• Significant Word/ Excel skills
• Manage/prioritise own workload
• Ability to accurately maintain computerised and manual systems
• Ability to manage difficult/sensitive situations
• Time management skills
• Can work well under pressure, produce high quality work and remain calm in difficult situations
• Self-motivated and able to work with limited supervision
• Able to use own initiative and respond to new challenges
• Excellent communication skills

Essential

• Ability to build and maintain good working relationships
• Able to work the hours and duties required by the post
• Ability to travel to various Trust locations by own car/driver assisted