Job Description
An exciting opportunity within University Hospitals of Leicester!
Theatres and ICU are looking for an enthusiastic and hardworking individual to join the team as an Administration Assistant.
The successful candidate should have excellent communication skills and be able to work on their own initiative as well as being part of a team. You must also have excellent spoken and written English as the role involves a high level of communication with internal departments, medical colleagues and external agencies.
You should have a high standard of computer skills, you should be able to produce correspondence from word; and set up excel spreadsheets. The ability to minute at meetings is an advantage. Theatres and the Adult Intensive Care Unit are busy, but rewarding area's to work in; and a compassionate and caring nature is essential to support colleagues and visitors to the AITU/Theatre setting.
This role will suit a people person, who has high organisational standards and good keyboard skills. In addition to effective interpersonal skills, the post holder will need to be flexible as they may be required to occasionally undertake cross site working to meet the needs of the service.
Please note successful candidates must have qualification certificates as specified in the person specification and will be expected to present these on request.
To provide an effective and efficient administration support service; including completion and submission of HR forms, reception tasks, filling records, preparation of clinical case notes for Theatres/AICU and the CMG management team. To work both independently and as part of a team providing a high quality service to clinical staff.
To support the Theatre and AICU team in administrative tasks identified and in line with service demand. To facilitate cross site responsibilities in line with service demand and delivery.
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children’s Hospital and run one of the country’s leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide ‘Caring at its best’ and our staff have helped us create a set of values that embody who we are and what we’re here to do. They are:
- We focus on what matters most
- We treat others how we would like to be treated
- We are passionate and creative in our work
- We do what we say we are going to do
- We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that ‘Caring at its best’ is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust (leicestershospitals.nhs.uk)
Reception Duties:
- Provide cover on reception, receiving and directing patients, visitors and staff in a courteous manner.
- To direct and redirect telephone calls in a polite friendly manner
- To book the attendance and discharge of patients within AICU and Theatre areas where applicable and provide follow up appointments where necessary
- Ensure that all patient data is logged in a confidential manner and recorded electronically where applicable
- To liaise with clinical staff to ensure all request forms are comprehensively completed.
- To support and help facilitate patient transport/Transfers
- To give non-clinical advice, information and guidance to patient, carers and visitors attending the area.
- Support clinical teams with Electronic rostering duties on AICU/Theatres.
Communication and Relationships:
- To maintain a friendly, professional, efficient and courteous service
- Liaising with
- ITAPS CMG management team
- Anaesthetic administration team
- Heads of Service (Consultant Anaesthetists)
- Matrons, Theatre/AICU staff, Floor Control in theatres and AICU senior sisters
- Admin and Management staff from other CMG’s
- Patients, relatives and carers
- Medical Records Team
- External agencies
- External hospitals
- Administration Team
- Educational Lead
- Staff working within other NHS
- Patients and relatives, members of the public.
General duties:
- Completion/Submission of HR forms
- To assist in the process of making appointments
- Handling the post and distribute across the site
- To prioritise work in order to meet deadlines
- Maintain the medical records filing system
- To ensure all health records are booked and tracked in and out of the hospital
- To utilise patient level reports as required
- Cover other departments and sites in the temporary absence of colleagues
- Monitor and order stationery stores
- All staff have duty to make effective use of resources
- Ability to work on own but within practical guidelines
- To support administrative tasks assigned by the theatre/ICU team
- Support Electronic rostering administrative tasks
- To support with data collection and collation, submission of weekly and monthly audit data.
Please see job description/person specification for full details on the role.