AMIA Administrator

  • Job Reference: JO-2001-8193
  • Date Posted: 13 January 2020
  • Recruiter: Blue Arrow
  • Location: Gloucestershire
  • Salary: £8.71 to £10.12 Per Hour
  • Sector: Administration
  • Job Type: Contract

Job Description

The Role:

The post-holder will provide an efficient, confidential and professional administration support service to the department team. This will include administration support to enable provision of patient care and speciality services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high quality service for patients and clinicians. The post-holder will be expected to work as part of the AMIA team and will report to the Assistant General Manager for Unscheduled Care.


  • Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
  • NVQ level three in administration or equivalent experience Minimum 1 years' experience in a hospital or office environment
  • RSA level three or able to demonstrate equivalent skill (proficient and accurate Audio typing skills (minimum 60 wpm)
  • IT experience of Microsoft Office packages
  • IT capable to ensure proficient use of hospital computer systems
  • An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
  • Proven organisational skills with the ability to prioritise workload and to work to deadlines
  • Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
  • Good interpersonal skills for dealing with people internal and external to the organisation
  • Ability to work flexibly within a team
  • Ability to work quickly and accurately
  • Ability to use own judgement and initiative as appropriate


Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:

Referrals, Booking and Clinic Prep:

  • Ensuring that clinicians are able to review their referrals and return them to the Central Booking Office in a timely manner to minimise delay. (Specialties that have their own dedicated Booking Services will still require a timely turn-around).
  • Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence
  • Booking investigations as requested by the clinical team, including negotiation of dates with the patients and creating correspondence if appropriate
  • Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner


  • Typing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by your line manager
  • Typing detailed medical reports for legal use when necessary
  • Take and transcribe minutes as appropriate

Outcomes and Results:

  • Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc


  • Organisation of procedures in negotiation with the clinical staff and patients as requested by the clinical teams. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support (company representatives) and paperwork.
  • Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner

Specialty Specific Support:

  • Regularly informing the Assistant General Manager about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
  • Supporting consultant staff by assisting with the production/transcription of medical staffing paperwork, such as references etc.
  • Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc
  • Provide direct support for the Service Director as necessary

Service Improvement:

  • Using speciality databases for recording patient information/clinic activity for audit/survey purposes, as well as sending out any associated paperwork. Regular audit of data is undertaken and decisions can then be made by the department/team as to appropriate service improvements.
  • Support the development of improvements to working practices and processes and contribute to service reviews and the implementation of new arrangements.
  • As directed, support the resolution of complaints or concerns from patients/carers by helping to collate information and work with the Line Manager to respond or escalate appropriately.


  • To work as part of the AMIA Team working flexibly to ensure that administrative work is accounted for and completed to a high standard
  • Undertaking routine office duties including electronic note tracking, photocopying, faxing, filing of correspondence and results and maintenance of records.
  • Assist in the training and induction for new and existing colleagues
  • Take the initiative as and when required as well as working flexibly and adapting to the demands of the department/team as appropriate
  • Liaise with relevant team members to ensure that any process changes run smoothly and efficiently.

Undertake any other appropriate duties commensurate with the role, as required at the request of your line manager.


  • Medical staff both junior and senior including Consultants
  • Nursing Staff
  • Patients, carers and relatives
  • Other Medical Secretaries/Ward Clerks
  • Outpatient Staff
  • Health Records
  • Pathology
  • Radiology
  • GP's and GP practices
  • Management, including Secretary Supervisor and General Management team
  • Other NHS organisations
  • External bodies, such as solicitor practices, DVLA, Social Services, Police etc


  • Fully participate in the Trust's appraisal system review and personal development planning process on an annual basis - (for an apprentice this may be more often)
  • Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process
  • Achieve and demonstrate agreed standards of personal and professional development within agreed timescales
  • Contribute positively to the effectiveness and efficiency of the teams in which he/she works
  • Contribute to a healthy and safe working environment by adhering to health and safety regulations and Trust policies


  • Movement of medical notes on a daily basis (Manual Handling Training Provided). This can range from one set of notes to bags weighing up to ?kg
  • Exposure to occasional unpleasant working conditions due to extremes of office temperatures and ward odours.
  • Use of Visual Display Unit (VDU) on a daily basis (Workstation assessments undertaken), will be sitting at the desk all day.
  • Dealing with sensitive and confidential information
  • The work pattern may be unpredictable due to interruptions. High levels of concentration are also required when audio-typing. Priorities can change during the day.