Senior Administration Assistant

A Vacancy at Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust.

We are looking for a enthusiastic, friendly, confident empathetic Senior Administration Assistant to join our very busy and dynamic clerical team within the Cardio Respiratory Department.

You will be required to advise and supervise clerical staff, plan and book appointments and keep accurate written records. There will be some statistical / audit work required.

You will need to possess excellent communication skills, analytical skills and decision making skills and be confident and empathetic when dealing with highly stressful situations.

• To advise and supervise clerical staff, plan and book appointments and keep accurate written records. Some statistical / audit work will be required.
• Be Competent on trust IT systems and telecoms.
• Work well within a team as well on their own initiative.
• Work collaboratively with GP and community partners.

Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement, and living our values ‘the WWL Way’.

WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.

At WWL we value the benefits a rich and diverse workforce brings to our community and therefore welcome applications from all sections of society.

• Planning work of clerical staff including roster of staff over multiple sites, ensuring all daily duties are completed
• Decision making such as prioritising work load of the staff to assist with the frequent unscheduled activity or ensuring that extra activity does not compromise the patient care by cancelling and moving patients
• Booking and managing all patients for multiple procedures, diagnostics and appointments.
• Managing non routine activity such as re‑scheduling patients some of which can be more difficult to communicate but provide the best quality of care, managing emergency bookings as well as stand by patients to come in as extra activity
• Problem solve and communicate complex information such as changing or cancelling one type of test and replacing it with different types which require different pre assessment needs. This information will be given to the patients who will not necessarily readily appreciate the changes.
• Use protocols that require the patients to stop medication prior to specified diagnostic testing
• Use multiple IT systems to plan Cath lab and clinics lists by using the multiple patients booking system to maximise activity and prevent breaches.
• Communicating with patients as well as multiple teams to ensure pre procedure requirements are completed such as ensuring bloods tests are completes, pre op appointment and fasting or stopping medical therapy are confirmed in line with policies of the department
• Co‑operate with all disciplines staff of WWL NHS Trust and also our neighbouring trusts for the transfer of patient activity
• Administration of the patient appointment systems such as creation of templates, changes to appointment letter templates
• Assist in the induction process for new users on the Cardio‑Respiratory and Cath Lab including other relevant IT Systems. Also to include sharing knowledge and experience in Cardio Respiratory and Cath Lab administration procedures
• Liaising with porters, wards staff and ambulances regarding the transit of patients and arranging necessary transport
• Liaison with External sources eg: GPs or Tertiary Centres regarding the post diagnostic or treatment continuity of the patient care.
• Advise manager of trends in referral/waiting times for appointments in line with targets.
• Monitors attendances and DNAs, reports to line manager and ensure appropriate follow ups are arranged as per protocol.
• Receive and process mail, referral letters and telephone calls. Advice…