Job overview

To provide a quality administrative service for specialties/modalities as required, managing correspondence/attendance/admissions/appointments for the specialty/modality, managing capacity and taking proactive action where needed to ensure the Trust provides a positive patient experience and meets its contractual requirements. 

Main duties of the job

The Specialty Administrator will be responsible for all aspects of administration within the specialty as follows:

Administration

• Administer the correspondence process, liaising with the transcription clerk to ensure correct information is sent/received and stored appropriately.
• Managing the booking of appointments and admissions as per coordinators instructions.
• Responsible for the day to day management of waiting list entries, escalating any issues or problems to the appropriate personnel/team.
• Arrange interpreters, inform patients about hospital transport and any other necessary patient assistance (in accordance with Trust Policy) to ensure individual patient needs are met.
• Responsible for receiving patient queries, written or verbal. Responding and resolving such queries ensuring patients’ needs are met, escalating within agreed protocols as required.
• Issue appropriate pre-appointment information and/or contact patients to arrange any pre-appointment investigation that may be required.
• Responsibility of dispatching outgoing post to patients and GP surgeries in a timely manner. Sorting of incoming post, recording and distributing to Specialty teams.
• Ensure patient information is up to date and correct on the Trust’s patient information system and ensure patient confidentiality is maintained at all times.

Other administrative duties

• To support the department as required in note-taking in meetings
• To support the department with other general admin tasks as requested.

Working for our organisation

Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.
Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.
We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.
The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.