16/02/2018 Jobwise training Hackney, London E9 6SR

Administrative Assistant Apprentice E9 6SR

  • Sector: business admin law
  • Location: Hackney, London
  • Level: 2
  • Reference: E9 6SR
Administrative Assistant Apprentice

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“Keeping the People of Hackney in the best of health; caring for our community,
our staff and our hospital”


The post holder is responsible for providing reception and administrative support to the Diabetes Retinal Screening Team. Responsibilities include reception duties, data entry, making appointments, typing and sending appointment and clinic follow-up letters, and general clerical duties required to support the service.


GRADE: Apprentice Band 2

BASE: Diabetes Retinal Screening Team


1. Provide the first point of contact for patients, carers and visitors attending the Diabetes Retinal Screening Team.

2. To ensure that incoming telephone calls are responded to in a timely fashion and to ensure that the reception is manned at all times.

3. Booking and rescheduling clinic appointments for patients attending the Retinal screening clinic.

4. To type and send out clinic letters to GPs and other referring clinicians.

5. To produce documentation for the Team in order to support service provision.

6. Ensure the upkeep of the in-house Inverness database and EPR by ensuring that patient details are current and their records are updated when needed.

7. To ensure collection, return and maintenance of patient’s healthcare records.

8. Support the team in ordering stationery and other duties involving the general upkeep of the service.

9. All employees of the Trust are required to observe standards/guidelines relating to Equal Opportunities, Health and Safety, Confidentiality and Data Protection.

10. Undertake other reasonable duties and responsibilities as required to support the diabetes service.
11. Maintain co-ordination of communication to all members of the team, working in the centre and in the community.

12. To input Diabetes Nurse Activity into hospital data base.

13. To book hospital transport for those patients who may require such assistance.

This job description outlines the current main responsibilities of the post. However the duties of the post may change and develop over time and this job description may, therefore be amended in consultation with the postholder.

The Homerton University Hospital NHS Foundation Trust sits in the middle of one of the most diverse locations in the world. To this end we are committed to and champion equality and diversity in all aspects of our employment practice and service delivery. All employees are expected to understand and respect this commitment and work with us to promote equality and diversity in the course of their work.

Employees, in line with the Trust’s commitment to the Health and Social Care Act 2008 (Previously known as the ‘Hygiene Code’), improving infection control and health and safety are individually required to ensure that they make every effort to contribute to making the Homerton Hospital a clean and safe environment within which to work and receive care.

All employees of the Trust are required to observe legislation, Trust policies, standards and guidelines relating to Health and Safety, Infection Control, Health and Social Care Act 2008 (Previously known as the ‘Hygiene Code’), Risk Management, Safeguarding Children, Equal Opportunities, Confidentiality, Data Protection, Freedom of Information and the Trust Code of Behaviour.

All staff have a responsibility to prevent and control infection within Homerton
Hospital. This includes ensuring personal and team compliance with the Hygiene Code (Health and Social Care Act 2008) and all relevant policies including Hand Hygiene, Homerton Dress Code and MRSA screening.
Education /Qualifications

Good general education or willing to undertake training for the role (including an apprenticeship).


Ability to demonstrate Trust Values

Ability to deal with staff and general public enquiries in a courteous and professional manner.

Computer literate

Able to work within a multidisciplinary team.

Ability to work to deadlines, prioritise own workload and use initiative to solve problems.

Ability to remain calm and responsive whilst working within a busy and demanding environment.

Ability to operate calmly and effectively under pressure and within tight deadlines.

Ability to work with minimum supervision.

Excellent telephone skills.

Experience Use of Database and data entry.

Knowledge / willingness to learn EPR and local diabetes eye screening software

Previous NHS experience or equivalent healthcare setting

Knowledge and understandingof confidentiality of issues

Knowledge of medical terminology within this area.

Other Requirements

Commitment to equal  opportunities

Willingness to undertake further training if necessary.

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