Administrative Officer (Clinical Secretary) - 0.5 WTE

Position Summary:

The successful candidate will assist in the provision of an effective, consistent and efficient level of administrative support, including proficient typing skills. This post will also provide a cross-cover service within the Neurocent Directorate on an as required basis, as per service and line manager requirements. The role will include working as part of a team and play a key part of the strategic modernisation and development of the pathway for all sources of referral. This will include the interface with patient, the GPs and colleagues within the Hospital both by telephone and correspondence

Other duties may include (but are not limited to):

• Patient registration support
• Assisting with the timely typing of all clinical correspondence, covering for secretary's absence.
• Flexible working approach as per demands of the busy Neurocent Directorate service
• Provide a variety of administrative functions and an efficient and effective clerical service to the Directorate
• Assist in the Planning, co-ordinating and directing of the daily operation of the Directorat 
• Aware of the directorate KPI’s, goals and objectives and working with the Directorate Support Supervisor and Directorate Support Manager to achieve same.

Registration:

• Receive incoming referral letters (open, stamp, sort, scan and track) in line with policy.
• Ensure that all referrals to consultant led services are processed in line with protocols to ensure prioritisation (urgent and routine) is timely and notify the Supervisor where this is not the case.
• Liaise daily with Clinicians who have defined clinical ownership and responsibility for triage and prioritisation of referrals.
• Ensure that the referral management and registration process complies with the national requirements of the OP Improvement Programme protocols Encourage good working relationships within the multidisciplinary staff of the Directorate and with other Hospital

Booking:

• Fully implement the partial booking process, telephoning patients as required, issuing letters to patients and the associated administrative processes.
• Strict chronological booking system
• Pooling of referral letters.
• When selecting/offering appointment dates to patients from the waiting list ensure that they are selected in chronological order.
• Work using a Primary Targeting List (PTL) to ensure patients are not offered dates beyond the guaranteed waiting time. 
• Calculate capacity for routine patients and commence the partial booking process.  Comments should be added throughout the partial booking process so that patients can be removed appropriately.
• Remove from the waiting list and notify referrers if patients fail to contact the booking centre after 2 invites have been issued.
• Calls into the booking office may be complex, sensitive, contentious or aggressive and you will be required to use your developed interpersonal and communication skills to defuse any conflict.  Telephone numbers are to be continually updated and mobile numbers recorded.
• Where appointments are being arranged at short notice, attempts will be made to contact the patient by telephone.  Appointment documents will be posted in confirmation.
• Assist in the notification of cancelled appointments, notifying the Access Supervisor of any shortfall in capacity so that the waiting time guarantee is not breached.
• Cancellation of sessions any capacity problems should be emailed to the Supervisor immediately after notification.
• Work with the supervisor and secretaries to ensure that patients who have cancelled are re-dated and that referrals ready for clinic are collected/delivered.

Good Practice:

• All referrals are acknowledged on receipt.
• All contact with patients either face to face or on the telephone should be treated in a sensitive manner and in accordance with the Data Protection Act and Hospital Policies & Procedures.
• Implement the standards outlined in the National Programme.
• Undertake regular validation checks where there are discrepancies with the patients’ demographic and GP details.  If required, contact the GP surgery for more information.
• Monitor the waiting lists through a process of regular review in order to ensure their continuous validity.

Validation:

• Provide cover Directorate Nurse Manager/Business Manager/Consultant secretaries and admissions when need arises as directed by Directorate Support Supervisor/Manager  e. annual leave/sick leave etc
• Identify opportunities for improvement and initiate steps to accomplish
• Assist in identification of cost improvements, service developments and income generation opportunities within the
• Act with digression and integrity at all times in relation to sensitive data linked to the directorate or the hospital.
• Attend and minute meetings as required
• Perform such duties as appropriate to the office as may from time to time be
• Filing, scanning, photocopying and all other office duties
• Be familiar with the appropriate standards in relation to evaluation of infection control data, compliance with hygiene audits and the hospital’s infection control policies and procedures
• Undertake validation of directorate waiting lists.

Selection Criteria:

Selection criteria outline the qualifications, skills, knowledge and/or experience that the successful candidate would need to demonstrate for successful discharge of the responsibilities of the post. Applications will be assessed on the basis of how well candidates satisfy these criteria.

Mandatory:

• Leaving Certificate or equivalent
• Excellent MS Office skills to include Word, Excel
• Min of 2 years Acute Hospital experience
• High speed typing Cert (45WPM)

Desirable:

• Knowledge and experience of using an email system effectively e.g. Outlook,
• General knowledge of the health service and how it works.
• Good communication and interpersonal skills including the ability to present information in a clear and concise manner.
• Excellent planning and organisational skills including using computer technology effectively.
• Commitment to providing a quality service and customer service skills.
• Flexibility, problem solving and initiative skills including the ability to adapt to change.
• The ability to work both independently and as part of a team.
• Leadership potential and strong team skills.

Informal Enquiries ONLY to: (Please note NO APPLICATIONS will be accepted via this email address)