Administration Assistant

Job Overview

Full Time 37.5 Hours per week 9am to 5pm (Non-negotiable) (Sponsorship NOT available for this role). You will be ensuring the effective running of multiple services, as well as picking up general office duties. You will be a team player contributing to the overall high performance of the Westcliffe Health Innovations Administration team.

Employee Benefits

• 27 days annual leave (plus bank holidays), rising to 33 days after 5 years of service
• Additional Birthday Day off (upon successful completion of probation)
• Additional Wellbeing Day (upon successful completion of probation)
• Recognition of NHS service for annual leave
• Private Healthcare Insurance which includes dependants
• Employee Assistance Programme

Responsibilities

• Provide accurate and professional letters for services, ensuring all actions stated in the clinical letter are completed as relevant.
• Effectively and timely manage the typing generated by the specialist clinics and ensure all typing is managed within IG guidance and policy.
• Book patients into appropriate clinics via telephone and letter.
• Ensure all appropriate documentation is completed for the discharge process and that notes are scanned onto the Patient Information System (S1).
• Liaise closely with clinical staff regarding patient letters, including histology dictation and matching of reports to patient files.
• Answer telephone calls and take messages for clinical and management staff, forwarding them in a timely manner.
• Respond in a timely and accurate manner to patient notes and queries on the clinical system.
• Maintain safe patient administration management systems, ensuring timely and accurate input of information on the clinical system, following templates and protocols where required.
• Provide patients with clear instructions regarding appointment dates and times, including directions and relevant leaflets.
• Operate appointments via the Choose and Book system.
• Perform general office duties such as filing, post distribution and photocopying.
• Provide cover during staff absences and periods of increased workload.
• Register and book patients via telephone and face‑to‑face queries.
• Chase results and link to patient notes.
• Scan reports onto patient records.
• Responsible for all secretarial aspects of relevant services, including typing clinics, onward referrals and creating templates for new letters.
• Manage clinician rotas, including coverage, cancellations and amendments.
• Work effectively and responsibly as part of a team, supporting other members of clinical and non‑clinical staff.
• Participate in team activities that improve patient care.
• Ensure patient confidentiality and maintain Health and Safety requirements.
• Continuously challenge and suggest improvements to processes and reduce waste.
• Actively take part in training and education sessions.

Qualifications

• GCSE grade C+ in English and Maths or equivalent.

Experience

• High experience in customer service (telephone and face‑to‑face).
• Experience working in the NHS or a patient‑focused environment.
• Understanding, acceptance and adherence to strict confidentiality.
• Clerical/administrative experience in a similar environment.
• Competent with use of IT.
• Ability to work with others to improve the service putting patient care first.
• Ability to work on own initiative and prioritise workload.
• Excellent interpersonal skills, good listening skills and relationship building skills.
• Ability to work to scheduled timelines.
• Ability to work under pressure.
• Evidence of willingness to learn and develop.
• Values diversity and difference, treats people with equal respect.
• Adaptable, innovative and forward thinking.
• Enthusiastic, with energy and drive.
• Highly motivated.
• Empathetic, honest, caring and considerate.
• Professional and smart appearance.
• Working knowledge of Microsoft applications.
• Competent in the use of SystemOne.
• Ability to work with various IT devices.
• Knowledge of medical terminology.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and therefore a submission to the Disclosure and Barring Service is required to check for any previous criminal convictions.

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