Total 384 Administration Assistant job vacancies in Administrative / Clerical category in The United States of America

Detailed job description and main responsibilities Deal with all telephone calls relating to the outpatient appointment and booking system, ensuring all calls are dealt with in a polite, pleasant and professional manner. Book all new, follow-up and elective appointments according to the Patient Access policy ensuring that all appointments are made using direct booking systems and within waiting time targets. Record patients on the Lorenzo system according to data quality standards and the Patient Access Policy. To act as a first point of contact for dealing with enquiries and take action as necessary liaising and effectively communicating at all levels using written, oral and electronic methods. To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary. To continually contribute to patient and business improvement Agendas. This will require undertaking any project work as directed including obtaining information using current systems and share ideas for potential service improvement. To assist with the implementation and maintain an efficient office management system/procedures to enable the Department to optimise their standards of service. Support team members. This will require undertaking appropriate staff training and development as required, providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required. Registration of internal referrals Management of e-referrals on the Electronic Referral Service (eRs) Booking of all patient appointments in line with Trust and National targets Contacting patients for short notice appointments aiding clinic utilisation Managing the external Outpatient letter system Managing the NHS mailbox for IPTs Referral verification (chasing missing referrals) Contacting patients to inform them of short notice clinic cancellations / reschedules Greet patients check and update personnel details if necessary on Lorenzo and attend into relevant clinic. Direct patients to appropriate areas. To outcome all patients attendances, ensuring that all patients have either been re-appointed, discharged, suspended, DNAs or added to the waiting list in accordance with agreed procedure To cancel, re-appoint and reschedule patients appointments at patient or Consultant request Absorb information from many different points of contact including patients, nursing and clinical staff, secretaries, outside locations, GP surgeries and other hospitals by written, verbal and email communication. Act on the information and distribute accurately. To prepare all necessary documentation and/or paperwork for clinics To telephone patients at short notice to fill empty clinic slots To correct any operator errors within Lorenzo following protocol. Works flexibly on a rota basis to cover Outpatient reception and Orthotics areas as required. To ensure that Consultants are aware of any patients who DNAd clinic appointment and undertake action as required. To open and sort Outpatients post daily and to take appropriate action. To provide cover in any other team or department within the Directorate if required

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac

For more information on working for the Trust, please see the attached Job Description and Person Specification.

KEY DUTIES - CONTINUED To register all health records (HRS) movements for patients' being admitted to hospital, including dispatching HRS notes to other locations in the Trust. Ensuring delivery to nursing staff of original Emergency Department documentation and/or health record supplements incorporating continuation sheets and appropriate patient identifiable information Management of patient out of hours process for issued prescriptions Arranging Ambulances transport and taxis for patients and relatives as requested Preparation of Patients Health Record in readiness for electronic Scanning ensuring compliance with set operational procedures. Scanning of all ED documentation relating to the Patient attendance into Electronic Document Management System in real time. Produce barcode sheets for each Health record to be electronically scanned. Clean, test and calibrate scanners before use each day. Scanning of archived A&E documents adhering to defined process model parameters and auditory benchmarking procedures. To provide cross cover working for all areas of the Emergency Department inclusive of the Emergency Assessment Unit, Paediatric Area, Stretcher Triage and Reception ensuring a comprehensive administration service is delivered, completing registers, and updating computer system. Deal appropriately with all enquiries and requests, via fax, telephone and e-mail, ensuring a responsive service is delivered. Deal with complaints on a first line basis or refer to nurse in charge of clinic or relevant department/ member of staff. The post holder will be responsible for the undertaking clerical duties to support the process of the Trusts patient activity and to meet the relevant departmental target TRAINING RESPONSBILITIES Attend all IT training and keep abreast of updates as they occur. Attend all Trust Mandatory and departmental non-clinical training. To ensure Annual Adult and Childrens safeguarding Level 2 training is up to date. Be aware of the Records management, Information Governance, Caldicott, confidentiality and data protection act. To attend relevant customer care workshop and Develop Personal Resilience course.

SERVICE DELIVERY Provide a comprehensive secretarial/administrative service, organising and making arrangements, typing and distribution of documents and reports, recording information and filing, ensuring that all information and documentation is produced to expected standards of performance, and according to agreed timescales. Assist with managing diary commitments by liaising with others, internally and externally, ensuring that all the required preparation is accurate and available, and that all Consultants/clinical professional teams/others are briefed on any difficulties, problems or issues. Maintain constructive relationships with others, within and across Divisions and externally in order to improve the effectiveness and efficiency of services to patients. Be fully conversant with all required electronic systems for correspondence, including specialist computer systems associated with the management of patients and/or health information, and being able to obtain information using the Internet. Provide information to patients/relatives and carers where appropriate, including agreed information on waiting lists, tests and referrals, according to agreed guidelines, and in the absence of the PA. Assist with the production of documentation, handbooks, and any relevant information packs, ensuring accuracy, consistency and completeness of information. GOVERNANCE Maintain systems and processes to establish and maintain effective communication, and confidentiality of information. Assist with the maintenance of systems and processes to continually monitor standards, e.g. benchmarking, audit, and implement action plans to improve quality of services. Assist the PA/Support Manager/Service Manager to ensure that lessons are learnt from issues arising from risk reports/complaints etc, and that they are promptly and positively addressed. Contribute to the development and implementation of policies, procedures and guidelines related to own service. Ensure compliance with Trust policies, procedures and guidelines, taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care. MANAGERIAL/LEADERSHIP Maintain systems and processes to establish and maintain effective communication, and confidentiality of information. Assist with the maintenance of systems and processes to continually monitor standards, e.g. benchmarking, audit, and implement action plans to improve quality of services. Assist the PA/Support Manager/Service Manager to ensure that lessons are learnt from issues arising from risk reports/complaints etc, and that they are promptly and positively addressed. Contribute to the development and implementation of policies, procedures and guidelines related to own service. Ensure compliance with Trust policies, procedures and guidelines, taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care. EDUCATION/LEARNING Take responsibility for own learning and development by recognising and taking advantage of all opportunities to learn, including full participation in KSF/appraisal, supervision, action learning and by maintaining a professional/personal portfolio of learning. Assist with systems and processes to ensure that learning needs are identified and met, and that all learning is planned, implemented, evaluated and shared in order to change and improve services according to changing health care needs. This job description is an outline of the role and function. It is not intended to describe all specific tasks.

Job responsibilities The job description and person specification gives you all the information you need about this role. Please look carefully at the criteria in the person specification and tell us what you have done that shows you meet this. Still have questions? The recruiting manager would love to hear from you, their contact details can be found in the job advert. We can get a lot of applications for some roles so to be in with the best chance of being shortlisted please make sure you apply as soon as possible. A vacancy may close early if there is a lot of interest in the job. If you need an application form in an alternative format please let our recruitment team know so they can help you with this. All information you supply on your application should, to the best of your knowledge, be true and accurate. Interviews are due to take place on the 15th May 2024. Find out more about the community difference here. Good luck! We cant wait to meet you and welcome you to #teamKCHFT, #cometocommunity Although vaccination against COVID-19 is not mandatory, we are strongly encouraging colleagues in clinical and non-clinical roles who have direct or social contact with patients to be fully vaccinated. In this way we will be doing all we can to ensure your safety and that of your colleagues and the patients we serve.

Please refer to the attached job description and person specification to view the full details for this opportunity at Birmingham Womens and Childrens NHS Foundation Trust. When completing your application, please ensure you have evidenced how you meet the job description and person specification to include transferable experience, qualifications, skills along with professional registration details (if applicable). Occasionally we receive a large number of applications for our roles and when that happens we sometimes bring the closing date forward, so please apply promptly to avoid disappointment.

Dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information and referring to other team members as appropriate Providing a sensitive and efficient administrative support to the Personalised healthcare team and maintaining confidentiality of information relating to service users Dealing with telephone calls and email enquiries in an empathetic and helpful manner, taking messages and passing relevant information to the relevant department or team member Photocopying, scanning and word processing documents, letters, emails, minutes and reports as and when required and in a timely manner Ensuring all complaints are dealt with appropriately in accordance with standard operational policy, resolving where possible, and escalating to the appropriate person as required The post holder must have an advanced level of keyboard and ICT skills and be competent in Microsoft Office programmes Accurately inputting information and data onto the Personalised Healthcare database. Ensuring that data systems are kept up to date to allow accurate and detailed reporting capabilities for both internal and external requirements Carrying out other administration duties as required Contribute to the maintenance and monitoring of service standards around quality Ensure mandatory training is kept up to date

Please see attached Job Description and Person Specification. Pay Enhancements 36% additional for Evenings (8pm onwards) and Saturdays and 72% additional for Sundays and Bank holidays. 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years Excellent pension Cycle to work scheme Car Lease scheme Wellbeing programme Blue Light Card Discounts

A full description of the role is available in the attachment: job description Working for the Trust Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence. Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net. As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have. Armed Forces Friendly Employer We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment. COVID-19 Vaccination Requirements Our Trust continues to strongly encourage our staff to be vaccinated against COVID19, this remains our best defence to protect our patients, ourselves and everyone else.

For detailed job description and main responsibilities please see the attached job description and person specification for the role, alternative please see contact details below.

Please see attached job description and person specification for full details of the role and responsibilities.

To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form. Diversity Matters MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at resourcing@mft.nhs.uk. Were looking forward to hearing from you!

Please see attached the job description and person specification for more information about this role.

To find out more about the key responsibilities and the specific skills and experience youll need, take a look at the Job Description & Person Specification attachments under the Supporting Documents heading. So that youre even more equipped to make an informed decision to apply to us, youll need to take time to read the Candidate Essentials Guide that sits with the Job Description and Person Specification. This document provides you with details about the Trust, our benefits and outlines how we care for you as you care for others. Most importantly, it also contains critical information youll need to be aware of before you submit an application form. Diversity Matters MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, email our team at resourcing@mft.nhs.uk. Were looking forward to hearing from you!