Admin Assistant - Blackpool, United Kingdom - Blackpool Teaching Hospitals NHS Foundation Trust

Blackpool Teaching Hospitals NHS Foundation Trust

Verified Company

Blackpool, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Provide administrative support to the National Artificial Eye Service

Receive and dispatch prosthetic orders to / from NAES Head Office

To provide administrative support to the National Artificial Eye Service, ensuring an efficient and effective appointment, reception and clinic service to all NAES patients.

To act as the main link between the Production Laboratory and the 18 main base centres that make up the Service

To provide ongoing administrative support to all Orbital Prosthetists as and when required.

The National Artificial Eye Service has 18 main base clinics and a further 55 outreach clinics located across England.

The NAES supply and fit artificial eyes and cosmetic shells to NHS patients who live in England and are e.ntitled to NHS treatment.

There is provision for private patients who choose to use the service

TITLE:

ADMINISTRATIVE ASSISTANT

GRADE:
BAND 3

CRB DISCLOSURE:

STANDARD

DEPARTMENT:

NATIONAL ARTIFICIAL EYE SERVICE

RESPONSIBLE TO:

PATIENT SERVICES MANAGER

ACCOUNTABLE TO:

OPERATIONAL MANAGER

JOB SUMMARY:

To provide administrative support to the National Artificial Eye Service, ensuring an efficient and effective appointment, reception and clinic service to all NAES patients.

To act as the main link between the Production Laboratory and the 18 main base centres that make up the Service

To provide ongoing administrative support to all Orbital Prosthetists as and when required.

Infection prevention and control:

The post holder must comply with all relevant policies, procedures and training on infection prevention and control.

DUTIES AND RESPONSIBILITIES

MAIN ADMINISTRATIVE DUTIES:

Maintain accurate patient registration and appointment booking records using EMIS Community Web system

Dispatch patient information data to allocated clinics within Service guidelines.

Receive and check, to Quality Assurance requirements, all orders for production laboratory; referring non-conforming items for inspection

Check and dispatch, to Quality Assurance requirements, all prostheses within designated time scales, subsequently entering despatch data on EMIS Community Web system.

Deal with manufacturing queries referred by Production & Quality Manager and technicians and record non-conforming order details onto system before return of same to Orbital Prosthetist.

Deal politely and professionally with telephone enquiries from hospitals and other outside bodies and arrange appropriate action.

CLINIC SERVICE DUTIES
Deal politely, efficiently and professionally with all patients and visitors at all times, in accordance with Trust policies.

Register all new referrals on the day of receipt onto EMIS Community Web system. In addition, ensure that all demographic details are accurate.

Plan clinics in conjunction with the Orbital Prosthetists' itineraries following the working instructions and procedures laid down in the NAES Admin Training Documentation and Job Plans provided by Clinical Services Manager.

Organise appointments for patients in liaison with relevant bodies and with due regard to priorities and efficient running of clinics.

Ensure that appointment records are input efficiently and accurately.

Ensure that all bookings are made in accordance with agreed protocols, involving patients and providing choice wherever possible.

Maintain EMIS Community Web system, process correspondence and ensure that all clinic and patient activity and change of patient details are dealt with on a prompt and frequent basis.

Collate and maintain up to date waiting lists and provide statistical information as required.

Notify patients, transport authorities and hospitals in the event of cancellation or changed clinic arrangements.

Monitor work in the Production Laboratory and ensure subsequent appointments are agreed with patients to avoid any delay in receipt of their prostheses.

Scan paper patient records onto EMIS Community Web system and ensure patients are assigned to correct clinic location.

Provide assistance to infirm patients when required on their arrival to and departure from Blackpool clinic.

Maintain an up-to-date record of all relevant outlying clinics, including contact names and telephone numbers, to be used in the event of last minute clinic cancellations.

PERSONAL
Participate in appraisal and a yearly performance review. Identify own professional development needs to the Patient Services Manager and keep up to date with developments.

GENERAL DUTIES
Provide cover in the absence of colleagues to meet Service needs and requirements.

Cover the NAES helpline effectively, ensuring that an efficient and sympathetic service is provided to patients and callers at all times.

Communicate, without delay to Line Manager, urgent matters which need to be brought to their attention (e.g. complaints).

Assist the Patient Services Manager with the local induction and training of new starters.

Provide, when required, typing / word processing services