Team Administrator

We are looking for a driven individual to join a busy and expanding Neurology service, which sits within the Unplanned Care Division. The service works closely with the Neurorehabilitation and Stroke Medicine services with cross-cover arrangements in place, and so we are looking for someone who is a good team player. The post holder will provide comprehensive secretarial support to the team, including consultants, junior doctors and nurses. The post holder will need to be flexible, have a confident telephone manner along with good typing skills and organisational skills. Confidentiality within this post is of prime importance. An interview date is yet to be confirmed. Please note: this vacancy may close earlier than advertised, once a suitable number of applications have been received. To provide administrative support which will include:
• Manning the reception for Neurology and Neurorehabilitation clinics and completing administrative processes around arriving, booking and outcoming patient appointments.
• Knowledge of secretarial procedures and systems.
• Collating and mailing letters.
• Receiving, making and resolving telephone and emailing enquiries from patients and healthcare professionals, inside and outside the hospital. Passing on messages to the appropriate person.
• Retrieving patient records and ensuring that they are maintained and kept up to date, sorting and filing all results, reports and correspondence (in accordance with the Health Records Policy and procedures).
• Receiving and administering patient referrals in line with timings and requirements as set out in Trust and National policies.
• Co-ordinating and providing administrative support to the relevant teams to ensure that all the relevant paperwork and clinical information is available.
• Using the patient management system (Cerner EPR) to find patient details and check patient appointments.
• Being conversant with the relevant IT systems and packages and, where necessary, creating and maintaining spreadsheets and databases, ensuring accurate data entry.
• Recognising, when receiving non-routine queries and problems, when it is necessary to redirect the matter to a more appropriate contact in the Trust.
• Opening incoming post where required.
• Providing cover in the absence of staff. The Hillingdon Hospitals NHS Foundation Trust is the only acute hospital in the London Borough of Hillingdon and offers a wide range of services, including accident and emergency, inpatient care, day surgery, outpatient clinics, and maternity services. The Trust’s services at Mount Vernon Hospital include routine day surgery, delivered at a modern treatment centre, a minor injuries unit, and outpatient clinics. The safety and well-being of our patients and staff is paramount and we are making urgent improvements to address this – particularly in infection prevention and control. We are making progress by working in partnership with local GPs, charities, community services, academic partners, our local authority, neighbouring hospitals, and the wider North West London Integrated care system, and ensuring that we listen and work in partnership with our local population. We are focused on ensuring that our hospitals provide high quality, safe, and compassionate care, while we drive forward with the building of the new Hillingdon Hospital. We have over 3,500 members of staff that are proud to care for nearly half a million people, with a vision to be an outstanding provider of healthcare through leading health and academic partnerships, transforming services, to provide the best care where needed. Please refer to the attached Job Description and Person Specification for a full list of role requirements and main responsibilities. This advert closes on Tuesday 27 Feb 2024