Job summary
This post is only open for applications for individuals employed within the Hampshire and Isle of Wight NHS Care System.
Organisations within scope are as follows:
- Hampshire and Isle of Wight Integrated Care Board
- Southern Health Foundation Trust
- Portsmouth Hospitals University NHS Trust
- University Hospital Southampton
- Solent NHS Trust
- South Central Ambulance Service
- Isle of Wight NHS Trust
- Hampshire Hospitals
Band 2 - £23,614 per annum
Full-time - 37.5 hours per week
Portsmouth Hospitals Ophthalmology department are looking to recruit Clerical Officers based at Queen Alexandra Hospital, Cosham.
Ophthalmology is one of the largest outpatient departments in the Trust and provides eye health care to patients for a range of conditions including corneal disorders, diabetic eye disease, paediatric strabismus as well as having a dedicated Emergency Eye Clinic open 6 days a week.
You will join a team of staff to provide administration and clerical support to the busy Ophthalmology department. A polite and respectful manner with patients is required at all times, along with a confident and efficient attitude to complete the tasks required.
Main duties of the job
- Facilitate the booking of outpatient appointments, ensuring that waiting times are met.
- Provide administrative support including telephone calls, filing, reception duties, data entry.
- Communicate appointment and admission related information to patients/carers.
- Support, and when trained up, facilitate theatre and outpatient elective/appointment booking.
We expect you will have good communication skills, be able to work on your own initiative and able to effectively organise your own workload. Medical terminology experience would be advantageous, as well as customer service experience however full training and support will be provided. Good communication skills are essential both in person and via the telephone. A professional and sensitive manner is required to be maintained at all times. You will be required to liaise with patients on a daily basis requiring courtesy, discretion and confidentiality.
We have our own Eye Day Case theatre unit, pre-operative department, outpatients and Emergency Eye Care department. We are essentially a hospital within a hospital, therefore the experience and exposure you can gain working within this department is unlike any other.
About us
Here at Portsmouth Hospitals University NHS Trust, we are proud to provide expert, compassionate care for our local population. We are ranked as the third in the country for research, embedding education and training across the organisation. Our main hub is the Queen Alexandra Hospital, which is one of the largest hospitals on the south coast employing over 8,700 staff.
Our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds because it makes our hospital stronger. If you share our values and our enthusiasm for getting it right for patients, colleagues, and our community, you will find a home at Portsmouth Hospitals University NHS Trust
Job description
Job responsibilities
- Supporting the delivering of excellent customer service at all times, to our patient and fellow colleagues
- Ensuring all visitors are received courteously and promptly upon arrival in the department.
- Use Microsoft packages including Word and Excel spreadsheets & databases for routine data entry.
- Assist with the weekly validation of the Trusts patient tracking list (PTL).
- To ensure medical and patient records and all required correspondence and results are available and
accurately prepared for clinical sessions.
- Arrange and book patient appointments, including pre-op assessment before procedures, ensuring patients
are fit for admission.
- Deal with telephone enquiries, making and receiving phone calls, both internally and externally.
- Respond to and provide information of a non-clinical nature to patients and carers, exercise judgement
when deciding to escalate patient queries and responses to the Supervisor and/or to be able to redirect the
patient as necessary to the correct part of the organisation to address an enquiry about the patient pathway.
- Create or update patient records.
- Take responsibility for storing, receiving and filing of information, some may be sensitive.
- Assist and direct visitors as required in a welcoming and professional manner.
- Provide administrative functions for group mailboxes, including distribution of incoming and outgoing mail.
- Be able to resolve minor day to day issues, using some basic problem solving, escalating to management
when required.
- To provide an excellent, organised, and timely delivery of reception duties.
- To be aware at all times of confidentially with regard to health records, treatments, and staff issues.
- Adhere to all Trust policies.
Job description
Job responsibilities
- Supporting the delivering of excellent customer service at all times, to our patient and fellow colleagues
- Ensuring all visitors are received courteously and promptly upon arrival in the department.
- Use Microsoft packages including Word and Excel spreadsheets & databases for routine data entry.
- Assist with the weekly validation of the Trusts patient tracking list (PTL).
- To ensure medical and patient records and all required correspondence and results are available and
accurately prepared for clinical sessions.
- Arrange and book patient appointments, including pre-op assessment before procedures, ensuring patients
are fit for admission.
- Deal with telephone enquiries, making and receiving phone calls, both internally and externally.
- Respond to and provide information of a non-clinical nature to patients and carers, exercise judgement
when deciding to escalate patient queries and responses to the Supervisor and/or to be able to redirect the
patient as necessary to the correct part of the organisation to address an enquiry about the patient pathway.
- Create or update patient records.
- Take responsibility for storing, receiving and filing of information, some may be sensitive.
- Assist and direct visitors as required in a welcoming and professional manner.
- Provide administrative functions for group mailboxes, including distribution of incoming and outgoing mail.
- Be able to resolve minor day to day issues, using some basic problem solving, escalating to management
when required.
- To provide an excellent, organised, and timely delivery of reception duties.
- To be aware at all times of confidentially with regard to health records, treatments, and staff issues.
- Adhere to all Trust policies.
Person Specification
Qualifications
Essential
- Education to GCSE Level, grade C or above
- Literacy and numeracy
Experience
Essential
- Evidence of working with the public and delivering good customer service
Desirable
- Previous experience of providing clerical support in a busy and challenging environment
- Experience of working in a healthcare environment
Skills and Knowledge
Essential
- Excellent interpersonal and communication skills
- Computer literacy & keyboard skills including Microsoft office
- The ability to work unsupervised demonstrating time management skills to meet deadlines
Desirable
- Knowledge of hospital databases/information systems such as PAS, Minestrone and Opera theatre scheduling
- Demonstrate accuracy and attention to detail
Person Specification
Qualifications
Essential
- Education to GCSE Level, grade C or above
- Literacy and numeracy
Experience
Essential
- Evidence of working with the public and delivering good customer service
Desirable
- Previous experience of providing clerical support in a busy and challenging environment
- Experience of working in a healthcare environment
Skills and Knowledge
Essential
- Excellent interpersonal and communication skills
- Computer literacy & keyboard skills including Microsoft office
- The ability to work unsupervised demonstrating time management skills to meet deadlines
Desirable
- Knowledge of hospital databases/information systems such as PAS, Minestrone and Opera theatre scheduling
- Demonstrate accuracy and attention to detail
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
