Frailty Administration Assistant

Job summary Applications are invited from enthusiastic, hardworking, self-motivated and committed individuals to join our Frailty Department in both Southport and Whiston Hospitals.
The successful candidate will be the first point of contact for users of the service and must be friendly, helpful and have excellent communication skills with the ability to deal with sensitive and confidential information.
Excellent computer literacy is essential but training will be given to become familiar with systems operated within this department.The Frailty Administration Assistants will provide an administrative / operational service for Mersey & West Lancashire Trust and other external Trusts.They will assist to co-ordinate the attendance/admissions of patients to the Virtual Frailty Ward/ Urgent Community Response at Southport, Whiston & St Helens Hospitals and for day case & out-patient proceduresTo provide an efficient, timely and patient focussed service to the Trust in order to support a high standard of clinical care to the patients.There is a need to be able to work to and withstand the pressure of a 'busy' department and it is essential that you are able to work on your own initiative.The successful candidate must have a flexible approach to their working hours and be able to drive/drover assisted.Interview date Thursday - no alternative dates available Main duties of the job To support the admin coordinator for the admission/attendance of patients on the Frailty Virtual ward / Urgent Community Response and other Frailty Service.
To support the clinical staff in coordinating appointments and community visits and ensuring up to date record keeping.
To support the admin coordinator in maintaining the data of the Frailty services and work between different Electronic Patient record Systems (EMIS/ Careflow) In so ensuring that an efficient, timely and patient focused service is provided, and the clinical needs of patients are met in accordance with the current operating framework and the NHS National Guidelines.
About us The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care: CAREthat is evidence based, high quality and compassionate SAFETY that is of the highest standards COMMUNICATION that is open, inclusive and respectful SYSTEMS that are efficient, patient centred and reliable PATHWAYS that are best practice and embedded, but also respect the individual needs of patients Our achievements include: Trust rated Outstanding by CQC Inspection August 2018 Top 100 places to work in the NHS (NHS Employers & Health Service Journal) Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme Please see our Wellbeing & Benefits booklet for more information on our staff benefits.
Accessible version available upon request.
Job description Job responsibilities KEY DUTIES Monitor appointments and ad hoc community visits.
Support the Frailty Medical Team and the Consultant Practitioner with day-to-day work.
Type follow up letters via dictation for the clinical team.
Update EMIS / Careflow (and other potential future EPR systems) and spreadsheets with patients data.
Ad-hoc clerical duties to include participating in MDT, facilitating meeting, actions as appropriate.
Support the admin coordinator who is responsible for organising patient attendance for Frailty Falls clinic ensuring that the diagnostic investigations are scheduled appropriately for clinical needs.
This will involve telephoning and booking appointments using a number of computerised systems.
To compile and update waiting lists for necessary diagnostics procedures.
Monitor patient lists from Monitor referrals from the NHS e-referral system.
Deal efficiently and effectively with telephone calls (patient, consultants, secretaries, GPs etc).
Ensuring confidentiality is strictly maintained and complying with Data Protection Act.
Contact patient to offer appointments that are convenient, agree and book date and arrange for letter and within the relevant NHS maximum waiting times.
Telephone patients with details of cancellations/admissions when required.
Cancel and re-arrange admissions/attendance as and when needed (via ward, consultant, patients etc).
Liaise with Team Leader and Administration Service Co-ordinator over late cancellations and arrange any backfilling if appropriate.
Ensure all cancelled day case admissions or out-patient attendances (both patients and hospital initiated) and DNAs are followed up and recorded efficiently.
Provide general advice and guidance to patients and relatives on admissions/attendance.
Inform wards, secretaries, consultants and the Frailty team of all arranged attendances or any changes/cancellations.
Recording, accessing and updating Patient Information on Careflow and EMIS system in a timely and accurate manner.
Cover colleagues in other Frailty Admin Services When booking urgent patients, ensuring wards, TCI requirements, operational services, are aware of patients attendance/admissions.
Keep electronic diaries up to date.
Liaise with all other staff clerical, secretarial, wards, GPs, Community Nurses and other Clinical Staff Use computer software/systems word, excel, Emis/ Careflow/ Careflow Connect Maintain a safe environment within the workplace whilst adhering to Health and Safety policy.
Cover colleagues sickness/annual leave when necessary.
Ensure all up to date Trust and Departmental policies and procedures are adhered to.
Performing all ad-hoc clerical duties as required ie.
E-mail, photocopying, typing and telephone calls.
Ordering, organising and monitoring equipment for team- including EBME checks and equipment for new starters.
Minute taking at meetings and typing up, typing up action plans.
Typing up action plans Person Specification Qualifications Essential Educated to GCSE level/NVQ Level 2 and/or equivalent qualification and/or experience NVQ 3 in Customer Care or equivalent knowledge through training and experience Knowledge and Experience Essential Previous clerical experience Able to deal with the public in person and via the telephone Management of patient appointments and staff diaries Experience of taking and typing minutes of meetings Desirable Knowledge of medical terminology Previous NHS experience Experience of mentoring and training staff Skills Essential Significant Word/ Excel skills Manage/prioritise own workload Ability to accurately maintain computerised and manual systems Ability to manage difficult/sensitive situations Time management skills Can work well under pressure, produce high quality work and remain calm in difficult situations Self-motivated and able to work with limited supervision Able to use own initiative and respond to new challenges Excellent communication skills Other Essential Ability to build and maintain good working relationships Able to work the hours and duties required by the post Ability to travel to various Trust locations by own car/driver assisted