THE WHITTINGTON HOSPITAL NHS TRUST

WOMEN’S HEALTH SERVICES

Job Description

1. GENERAL INFORMATION

Job Title: Administrative Assistant Colposcopy

Grade: A&C 3

Salary: £11,806 to £13,704 per annum plus £2,676 London Weighting Allowance

Responsible to: Assistant Service Manager – Women’s Health

Accountable to: Divisional Manager for Women and Children’s Health

Job summary: To work as part of a team providing efficient administrative support to the medical and nursing staff within the Colposcopy Department.

2. DUTIES & RESPONSIBILITIES

New Patients

2.1  To receive GP referrals, booking outpatient appointments on the Patient Information System (PAS) in accordance with consultant instruction.

2.2  To print and send out appointments to patients.

2.3  To register new patients on PAS ensuring accuracy of information recorded.

2.4  Establish and maintain records relating to new patients registered.

2.5  To retrieve any existing patient records from the Medical Records Department.

2.6  To set up new Colposcopy file for every new patient.

Records

2.7  Ensure all pathology results are promptly included in patient notes.

2.8  To make available all records required for the patients appointment in the clinic.

2.9  To ensure that all records are accurately refiled at the end of each clinic.

2.10  To maintain the Colposcopy files at all times ensuring that all records removed are registered.

2.11  To maintain confidentiality in the use of any patient’s records.

Reception Relief

2.12  To receive patients in the clinic and enter all required information onto PAS.

2.13  To record the outcome of consultation on the PAS and book follow up appointments as determined by the medical/nursing staff.

2.14  To ensure that all statistics are completed at the end of the clinic.

2.15  To ensure that the reception is covered at all times.

General

2.16  To liaise with the senior nurse/medical staff as appropriate.

2.17  To answer telephone enquiries from patients, being sensitive and discreet at all times.

2.18  To change or cancel outpatient appointments for patients over the telephone.

2.19  To attend training sessions as required.

2.20  To ensure all procedures are strictly adhered to providing advice and support to non-clerical staff herein.

2.21  To collate and analyse statistics as required.

2.22  To carry out photocopying as required.

2.23  All other duties that may be required.

ESSENTIAL ATTRIBUTES

/ YES / NO
Educated to GCSE level (or equivalent) in English Language and general subjects
To be able to work well within a team
Good verbal and written communications
Communication skills
Computer literate – Word Processing, spreadsheets and databases
Committed to self development
Enthusiastic and positive with a “can do” approach
Interacts well with colleagues and staff
Motivated
Self Directing
Demonstrate initiative and willingness to learn
Good attendance record

DESIRABLE ATTRIBUTES

Knowledge of medical terminology
Experience of working in NHS
Previous administration experience
NVQ
RSA typing qualification

TRAINING OPPORTUNITIES

Word processing courses
Medical Terminology
AMSPAR
PAS
Health and Safety Training
NVQ

3. ADDITIONAL INFORMATION

3.1 Health & Safety Policy

Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act 1974, to ensure that the agreed safety procedures are carried out to maintain a safe environment for employees and visitors.

3.2 Security

It is the responsibility of all employees to work within the security policies and procedures of the Whittington Hospital NHS Trust to protect the patients, staff and visitors and the property of the Trust. This duty applies to the specific work area of the individual and the Hospital in general. All staff are required to wear official identification badges.

3.3 Data Protection

This post has a confidential aspect. If you are required to obtain, process and /or use information held on a computer or word processor you should do it ‘in a fair and lawful way’. You should hold data only for the specific registered purpose and not use or disclose it in any way incompatible with such a purpose and ought to disclose data only to authorised persons or organisations as instructed. Breaches of confidence in relation to data will result in disciplinary action which may involve dismissal.

3.4 No Smoking

The Hospital has promoted a No Smoking Policy as part of it’s responsibility for the provision of health. You will be required to work within the framework of this policy. Smoking is not permitted in offices.

3.5 Equal Opportunities

It is the aim of the Trust to ensure that no job applicant or employee receives less than favourable treatment on grounds of sex, marital status, race, colour, creed, relation, physical disability, mental health, learning difficulty, age or sexual orientation and is not placed at a disadvantage by conditions or requirements that cannot be shown to be justifiable. To this end the Trust has an equal opportunities policy and it is for each employee to contribute to its success.

The hospital has a Race Equality Scheme which underpins its duty to promote race equality. You can request a copy of the scheme from the human resources department.

3.6 Confidentiality

You are required to maintain confidentiality of any information concerning patients which you have access to or may be given in the course of your work, in accordance with current policy on confidentiality in the Whittington Hospital NHS Trust.


3.7 Method of Payment

Payment of salary is made into bank account/building society account by direct bank system. Details of a bank account or building society account will be required on the first day at work. There is no facility for any form of payment.

3.8 Customer Awareness

The Whittington Hospital expects it’s employees to communicate with colleagues, patients and visitors in a polite and courteous manner at all times.

This job description is intended as a general guide and is not exhaustive. It may be reviewed in consultation with the post holder depending on future requirements and service needs.

February 2003

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