The Whittington Hospital NHS Trust
Job Description
JOB TITLE:
Audit Assistant
GRADE:
SALARY:
HOURS OF DUTY:
15 hours per week
ANNUAL LEAVE:
11 days per annum increasing to 12 to days after 5
years NHS service, and then 13 days after 10
years service
TERMS & CONDITIONS: In accordance with the Terms and Conditions of
Employment laid down in the NHS Terms and
Conditions of Service Handbook.
ACCOUNTABLE TO:
Assistant Director of Nursing (Clinical Governance
and Risk Management)
MANAGED BY:
Clinical Effectiveness and Audit Facilitators
KEY LIAISON:
All CEAD department staff
Medical records and clinical coding staff
Ward clerks and medical secretaries
All clinical staff carrying out audit
SUMMARY
The post holder will provide a medical record location and retrieval service for
clinicians undertaking audits, under the direction of the Clinical Effectiveness
and Audit Facilitators. They will provide administrative support to the Clinical
Effectiveness and Audit Facilitator and also cover the responsibilities of the
Clinical Effectiveness and Audit Administrator and the other Audit Assistant in
their absence.
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PRINCIPAL RESPONSIBILITIES
Medical Record Location and Retrieval
To liaise with Clinical Effectiveness and Audit Facilitators, medical records
and clinical staff in order to provide case notes for specific clinical audits, as
directed.
To ensure that all case notes are tracked out appropriately on PAS.
To ensure the safe and confidential transportation of the records to the
appropriate storage point.
To liaise with clinical and ward staff regarding missing case notes and take
any other action as required.
To participate in microfilm detection from casualty cards and medical records.
Administration
To enter data accurately into spreadsheets and databases from audit and
surveys.
To prepare PowerPoint presentations for clinicians, in liaison with the Clinical
Effectiveness and Audit Facilitator.
To book rooms for meetings.
To file audit registration forms and reports.
To use mail merge to send out patient surveys and other information.
To word process and copy documents for meetings and general
correspondence.
To send out letters and electronic communication relating to meetings, reports
and other relevant issues.
To deal with telephone enquiries and direct, taking messages as appropriate.
Additional
Cover the responsibilities of the Clinical Effectiveness and Audit Administrator
in their absence including taking and word processing accurate minutes,
formatting guidelines, ordering stationary, recording staff leave, taking
photocopier readings and reporting faults.
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Accountability:
To be primarily accountable to the Clinical Effectiveness and Audit
Facilitators, but to also provide administrative support and medical record
retrieval under the direction of the other Clinical Effectiveness and Audit
Facilitator and the Assistant Director for Nursing as necessary.
To liaise with the Clinical Effectiveness and Audit Facilitators before agreeing
to retrieve medical records requested by clinicians.
General:
To be appraised annually.
To undertake Amspar training to ensure that medical terminology competency
meets the needs of the role.
To undertake mandatory training within the Trust and any other training
required in order to be able to carry out daily duties.
To demonstrate a commitment to personal development, identifying personal
training needs in addition to those highlighted by the direct line manager.
To undertake any other work relevant to the work of the department as
appropriate.
This job description is intended to provide a general outline of the scope of the
post, and will be supplemented by annual objectives. It will be reviewed
regularly, and may be subject to change in the light of developments, in
consultation with the post holder.
HEALTH & SAFETY
Employees must be aware of the responsibilities placed on them under the
Health and Safety at Work Act 1974, to ensure that the agreed safety
procedures are carried out to maintain a safe environment for employees and
visitors.
SECURITY
It is the responsibility of all employees to work within the security policies and
procedures of the Whittington Hospital NHS Trust to protect the patients, staff
and visitors and the property of the Trust. This duty applies to the specific
work area of the individual and the Hospital in general. All staff are required
to wear official identification badges.
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DATA PROTECTION
This post has a confidential aspect. If you are required to obtain, process
and/or use information held on a computer or word processor you should do 'It
in a fair and lawful way’. You should hold data only for the specific registered
purpose and not use or disclose it in any way incompatible with such a
purpose and ought to disclose data only to authorised persons or
organisations as instructed. Breaches of confidence in relation to data will
result in disciplinary action which may involve dismissal.
NO SMOKING
The Hospital has promoted a No Smoking Policy as part of its responsibility
for the provision of health. You will be required to work within the framework
of this policy. Smoking is not permitted in offices.
EQUAL OPPORTUNITIES
It is the aim of the Trust to ensure that no job applicant or employee receives
less than favourable treatment on grounds of sex, marital status, race, colour,
creed, religion, physical disability, mental health, learning difficulty, age or
sexual orientation and is not placed at a disadvantage by conditions or
requirements that cannot be shown to be justifiable. To this end the Trust has
an equal opportunities policy and it is for each
employee to contribute to its success.
CONFIDENTIALITY
You are required to maintain confidentiality of any information concerning
patients which you have access to or may be given in the course of your work,
in accordance with current policy on confidentiality in the Whittington Hospital
NHS Trust.
METHOD OF PAYMENT
Payment of salary is made into bank account/building society account by
direct bank system. Details of a bank account or building society account will
be required on the first day at work. There is no facility for any form of other
payment.
CUSTOMER AWARENESS
The Whittington Hospital expects its employees to communicate with
colleagues, patients and visitors in a polite and courteous manner at all times.
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PERSON SPECIFICATION
AUDIT ASSISTANT
Essential (E)
Desirable (D)
Qualifications
Educated to a good standard with grade C or above
GCSEs or equivalent in English and Mathematics
E
Skills/abilities
Excellent oral & written communication skills, including
good grammar, spelling and punctuation
E
Ability to prioritise workload and cope with unexpected
requests
E
Ability to work to deadlines
E
Ability to work with staff at all levels
E
IT literate (especially in word processing, email and file
management)
E
Numerate
E
Experience
Previous administrative experience (writing and sending
out letters and emails, photocopying, answering telephone
and email queries)
D
Experience of minute taking
D
Experience of pulling medical records (including familiarity
with PAS system)
D
Experience of basic data entry (Excel/Access)
D
Experience of preparing basic PowerPoint presentations
D
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Knowledge
Understanding of medical terminology
D
Experience of working within the NHS
D
Personal Qualities
Open and honest
E
Self motivator – ability to carry out required work without
reminders or close supervision
E
Completer/finisher
E
Proactive – ability to use initiative to solve problems and
ask for advice if necessary
E
Flexible – willingness and ability to learn new skills and
take on a range of different responsibilities
E
Team worker
E
Sense of balance
E
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