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Admin Assistant (part-time, school hrs)

North London
Job Overview

Purpose of Post


To design and deliver an efficient, organised and technology-led approach to undertake all basic non-clinical administration


Main Duties and Responsibilities


  • Create, check and send administrative correspondence and hospital generated patient-related letters for the patient pathway.

  • Process and resolve all general incoming correspondence to the hospital (including consultant addressed) or route as appropriate.

  • Manage routine calls and enquiries and re-route or escalate calls if needed to an appropriate internal individual.

  • Manage efficient, organized and timely filing of all patient records including scanning/archiving.

  • Prepare and provide accurate post-surgery patient information.

  • Procure, provide and organise adequate supplies of clinical documentation/stationery (consent forms, laser paperwork) considering the need and efficiency of how this is done.

  • Undertake all logistical and administrative responsibilities of open evenings and any large hospital meetings.

  • Document and maintain accurate minutes/action logs for all regulatory meetings (e.g. MAC/Compliance).

  • Manage all surgeon-related Optegra documents such as practicing privileges

  • Coordinate the entry/exit HR paperwork requirements for starters/leavers in the Hospital: ensure HR documents are completed and returned in line with the HR checklist.

  • Maintain log and trigger necessary actions for all mandatory training requirements (hospital and surgeons).

  • Maintain Surgeon-related master data (bio-data, preferences, procedures, patient timings, availability, holidays) and escalate any issues to PEM.





Technical/Professional Competence

Basic administration knowledge and experience

Highly proficient in relevant PC/systems skills


Service Excellence

Consistent professional approach to completing administration duties



Able to communicate in a very positive manner verbally and in writing


Problem Solving and Decision Making

Ability to make decisions within the scope of role

Deals with problems in a sound, logical way


Planning and Organising

Highly organised with skills to order, ensure accuracy with strong attention to detail



Works positively and co-operatively with all members of the team

Motivated to achieve team success


Developing Self and Others

Constantly looking for opportunities to develop self and improve performance

Shares ideas for improvement across the team

Supports colleagues with their development where appropriate