Administration Assistant

Job summary

To provide a quality administration service for Elective Services. To provide support to the outpatient services.

This role expects excellent customer service and patient experience.

To work in compliance with the Trust Access Policy and NHS Referral to Treatment guidelines. To work with Electronic Referral System to ensure smooth operation of bookings into all services.

This role will expect the holder to be able to flex between services and the needs of the services.

Only open to applicants from Hampshire & Isle of Wight NHS system, which is limited to: Hampshire and Isle of Wight ICB, Hampshire & Isle of Wight Healthcare FT, Portsmouth Hospitals University NHS Trust, University Hospital Southampton FT, South Central Ambulance Service, Isle of Wight NHS FT or Hampshire Hospitals FT.

Main duties of the job

*Always provide a good customer service experience for all patients.

*Update electronic systems with accurate data to support effective management information and meet recording standards.

*Book appointments for patients attending Outpatients using electronic systems and the E-Referral service.

*Prepare patient case notes for patient appointments.

*Ensure all diagnostic information required for patient's appointments is available using the systems available.

*Undertake general admin support including scanning, filing and audio typing.

*To report reasons for appointment delays and clinic cancellations.

*To assist with and maintain the necessary administrative procedures to ensure effective outcomes are achieved within Services.

*Monitor generic email inbox and action / distribute as required.

*Undertake a variety of clerical duties including photocopying, post, filing and scanning.

*Answer the telephone, dealing with enquiries and distribute messages for staff or providing information to callers as appropriate.

*Undertake specific projects as directed by your line manager.

*Assist with the arrangements for external meetings and appointments and preparation of any documentation required for such situations.

*Covering other admin posts in times of absence and planned leave.

*Distribute information to staff when required.

*To undertake any duties commensurate with the position

*Attend meetings weekly, monthly, or as and when required.

About us

Hampshire and Isle of Wight Healthcare NHS Foundation Trust provides joined-up mental and physical healthcare for around two million people across our communities. With over 13,000 staff working in the community and local hospitals, we deliver care at every stage of life, helping people live their best and healthiest lives.

Our mental health services include community-based support and early intervention in psychosis (EIP) for both adults and young people, alongside a network of specialist inpatient wards covering forensic, learning disability, eating disorder and older person's care.

We deliver extensive physical health services too, from urgent community response teams helping frail and older patients remain safely at home, to hospitals at home teams providing acute-level care in familiar surroundings. Our neurological services offer rehabilitation and treatment for conditions including Multiple Sclerosis, Parkinson's Disease, Motor Neurone Disease, Head Injury, Cerebral Palsy and Stroke. Across Hampshire, our community hospitals provide inpatient rehabilitation as a step down from acute care, and our dedicated teams also staff Treetops Sexual Assault Referral Centre in Portsmouth, offering expert, compassionate support.

Everything we do is underpinned by our CARE values of compassion, accountability, respect and excellence