Job summary
Do you enjoy working as part of a team? Do you work well under pressure?
If so, the Emergency Department is looking to recruit Multi Functional Admin Team Members, to cover admin duties at both Queen Alexandra Hospital and Gosport Urgent Treatment Centre, to deliver a high quality service across a pressurised Emergency Medicine corridor. As an administration team, we continually strive to deliver a 1st class customer experience to all our patients, relatives and visitors and with your help we can continue to improve upon this as we move forward with future developments of the service.
The successful applicant will work as part of a team, supporting both nursing and clinical staff within the emergency corridor and will act as the first point of contact between patients, relatives and medical staff, whilst maintaining confidentiality to ensure the department runs efficiently at times. Applicants must be able to work a variety of shifts, 24 hours a day/365 days a year. These shift patterns include early shifts, late shifts and night shifts.
Applicants must have excellent organisational and communication skills, be able to work under pressure yet remain calm, polite and professional at all times. Previous admin/clerical experience is essential, ideally within a hospital/healthcare setting. Previous working knowledge of hospital administration systems are desirable, although full training will be given.
Main duties of the job
- Register Patient attendances in the Emergency Department using multiple Information Sytems. This includes Adult and Paediatric patients arriving by ambulance and as walk ins.
- Answer telephone and face to face enquiries. Direct and transfer calls to treatment areas as required.
- Patient information data entry. Update and maintain patient records using the Trust central PAS/Patient Centre system.
- Scan and upload paper information onto electronic system.
- Cover Emergency Department reception desk, Emergency Care Centre reception desk, Ambulance Arrivals reception desk, Gosport UTC reception desk and Front door arrivals.
- Audit/data requests as required.
About us
The Trust is committed to driving excellence in care for our patients and communities and was rated good by the Care Quality Commission report published 2020 and became a University Hospital. We are ranked as the third in the country for research; embedding education and training across the organisation and we continuously strive to achieve our core values which are at the heart of everything we do. The Trusts main hub is the Queen Alexandra Hospital, starting life as a military hospital over a century ago and now one of the largest hospitals on the south coast and you may have seen us on the TV series Nurses on the Ward. The Trust provides comprehensive secondary care and specialist services to a local population of 675,000 people across South East Hampshire. The Trust employs over 8,000 staff and are #ProudtobePHU; our patients come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because its the right thing to do, but because it makes our hospital stronger. If you share our values and our enthusiasm for providing outstanding care and support for patients, colleagues and our community you will find a home at PHU. In recruiting for our team, we welcome the unique contributions that you can bring in
terms of your education, opinions, culture, ethnicity, race, sex, gender
identity and expression, nation of origin, age, languages spoken, veterans
status, colour, religion, disability, sexual orientation and beliefs.
Job description
Job responsibilities
To provide administrative and clerical services within the Urgent Care Group, ensuring an efficient, effective, and high-quality service is provided.
The role includes working as part of a multifunctional internally rotating team across a variety of roles on a monthly rota which runs 24 hours a day, seven days a week, 365 days a year.
The Emergency Department at Queen Alexandra Hospital has a high volume of attendance each day. This position requires staff to be extremely adaptable, flexible and being able to work in a extremely fast paced environment.
The role is across the Emergency Department and Emergency Care Centre at Queen Alexandra Hospital and the Urgent Treatment Centre at Gosport War Memorial Hospital and tasks include: -
- Reception duties
- Walk in and Ambulance Booking in process
- General administrative functions
- Data quality
Key Responsibilities:
Specific Core Functions
- Greet and respond to all patients and visitor enquiries (both face to face and via the telephone) in a courteous and helpful manner, always ensuring messages are delivered to other staff as required.
- Ensure delivery of all administrative functions of the role.
- Utilise all appropriate information systems (PAS, ICE, Bedview, Oceano, Mobimed, Adastra, SCR).
- Always wear appropriate PPE and be aware of infection control cleaning processes.
- Prepare for all admissions and discharges from the department, ensuring good communication and preparation of necessary documentation.
- Arrange patient transportation as required.
- Support Clinical staff with administrative duties as and when required, including management of confidential waste. Collect and distribute mail, emails, and photocopies of patient information.
- Liaise with Nurse in Charge (NIC) to ascertain current priorities and issues when working in clinical areas.
- Liaise with other departments, both internal and external to the Trust, including the patients GP as necessary.
- Access patient records from the electronic database as required.
- Stock ward areas with adequate administrative supplies as and when required. Report faults and defects through the appropriate channels for repair.
- Ensure patient referrals and other relevant documentation is scanned and uploaded onto patient records in a timely manner.
- Ensure the non-clinical environment within the Emergency corridor is well organized, clean, and tidy.
- Act as a cohesive member of the department team, attending multidisciplinary meetings as appropriate and maintaining own personal development and mandatory training. Provide cross cover for other ward areas as directed by the Administration Manager.
- Provide induction training support to all new members of staff as and when required by your line manager.
- Assist in identifying and facilitating possible areas of process improvement.
- Ensure paediatric safeguarding by checking the national register/database.
- Answer relative enquiries when working in ambulance arrival area.
- Follow Adastra DNA process to ensure patients have been safeguarded.
- Ensure timely registration of urgent resus patients.
- Monitor trust AI programmes and update records accordingly.
- Maintain security checks to ensure staff safety in the department and escalate security as required.
- When providing services at Gosport answer the door and ask COVID risk assessment questions prior to entry.
- Ensure referrals to specialities are sent to the relevant department in a timely manner.
Job description
Job responsibilities
To provide administrative and clerical services within the Urgent Care Group, ensuring an efficient, effective, and high-quality service is provided.
The role includes working as part of a multifunctional internally rotating team across a variety of roles on a monthly rota which runs 24 hours a day, seven days a week, 365 days a year.
The Emergency Department at Queen Alexandra Hospital has a high volume of attendance each day. This position requires staff to be extremely adaptable, flexible and being able to work in a extremely fast paced environment.
The role is across the Emergency Department and Emergency Care Centre at Queen Alexandra Hospital and the Urgent Treatment Centre at Gosport War Memorial Hospital and tasks include: -
- Reception duties
- Walk in and Ambulance Booking in process
- General administrative functions
- Data quality
Key Responsibilities:
Specific Core Functions
- Greet and respond to all patients and visitor enquiries (both face to face and via the telephone) in a courteous and helpful manner, always ensuring messages are delivered to other staff as required.
- Ensure delivery of all administrative functions of the role.
- Utilise all appropriate information systems (PAS, ICE, Bedview, Oceano, Mobimed, Adastra, SCR).
- Always wear appropriate PPE and be aware of infection control cleaning processes.
- Prepare for all admissions and discharges from the department, ensuring good communication and preparation of necessary documentation.
- Arrange patient transportation as required.
- Support Clinical staff with administrative duties as and when required, including management of confidential waste. Collect and distribute mail, emails, and photocopies of patient information.
- Liaise with Nurse in Charge (NIC) to ascertain current priorities and issues when working in clinical areas.
- Liaise with other departments, both internal and external to the Trust, including the patients GP as necessary.
- Access patient records from the electronic database as required.
- Stock ward areas with adequate administrative supplies as and when required. Report faults and defects through the appropriate channels for repair.
- Ensure patient referrals and other relevant documentation is scanned and uploaded onto patient records in a timely manner.
- Ensure the non-clinical environment within the Emergency corridor is well organized, clean, and tidy.
- Act as a cohesive member of the department team, attending multidisciplinary meetings as appropriate and maintaining own personal development and mandatory training. Provide cross cover for other ward areas as directed by the Administration Manager.
- Provide induction training support to all new members of staff as and when required by your line manager.
- Assist in identifying and facilitating possible areas of process improvement.
- Ensure paediatric safeguarding by checking the national register/database.
- Answer relative enquiries when working in ambulance arrival area.
- Follow Adastra DNA process to ensure patients have been safeguarded.
- Ensure timely registration of urgent resus patients.
- Monitor trust AI programmes and update records accordingly.
- Maintain security checks to ensure staff safety in the department and escalate security as required.
- When providing services at Gosport answer the door and ask COVID risk assessment questions prior to entry.
- Ensure referrals to specialities are sent to the relevant department in a timely manner.
Person Specification
Qualifications
Essential
- Educated to GCSE standard or equivalent.
Desirable
- Knowledge of NHS patient IT systems i.e., PAS (training will be provided).
Experience
Essential
- Previous administrative experience.
- Experience of working in an NHS Trust/health care environment.
- Previous clerical/reception experience in a similar role.
- Knowledge of NHS patient IT systems i.e., PAS (training will be provided).
Skills and Knowledge
Essential
- Ability to use a personal computer with knowledge of word processing, and Windows applications.
- Working knowledge of clerical procedures.
- Ability to achieve high levels of accuracy ensuring deadlines are met.
- Ability to liaise with staff at all levels.
- Ability to prioritise and plan workload.
- Ability to understand and work with administrative and medical processes and practises.
- Knowledge of dealing with highly sensitive / patient confidential information.
Personal Qualities
Essential
- Ability to cope with occasionally unpleasant working conditions and exposure to acute complex situations, anxious and distressed patients and relatives and care of the seriously or terminally ill.
- Excellent communication, interpersonal and organisational skills.
- Ability to work as part of a team and independently.
- Strong administration skills.
- Effective communicator both orally and on paper.
- Skill in working with cross functional teams.
- Ability to act and ensure delivery.
- Responsible and flexible attitude and approach.
- Ability to juggle many priorities at one time, whilst remaining calm.
Person Specification
Qualifications
Essential
- Educated to GCSE standard or equivalent.
Desirable
- Knowledge of NHS patient IT systems i.e., PAS (training will be provided).
Experience
Essential
- Previous administrative experience.
- Experience of working in an NHS Trust/health care environment.
- Previous clerical/reception experience in a similar role.
- Knowledge of NHS patient IT systems i.e., PAS (training will be provided).
Skills and Knowledge
Essential
- Ability to use a personal computer with knowledge of word processing, and Windows applications.
- Working knowledge of clerical procedures.
- Ability to achieve high levels of accuracy ensuring deadlines are met.
- Ability to liaise with staff at all levels.
- Ability to prioritise and plan workload.
- Ability to understand and work with administrative and medical processes and practises.
- Knowledge of dealing with highly sensitive / patient confidential information.
Personal Qualities
Essential
- Ability to cope with occasionally unpleasant working conditions and exposure to acute complex situations, anxious and distressed patients and relatives and care of the seriously or terminally ill.
- Excellent communication, interpersonal and organisational skills.
- Ability to work as part of a team and independently.
- Strong administration skills.
- Effective communicator both orally and on paper.
- Skill in working with cross functional teams.
- Ability to act and ensure delivery.
- Responsible and flexible attitude and approach.
- Ability to juggle many priorities at one time, whilst remaining calm.
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.
