Job summary
The Musculoskeletal
access team is seeking an enthusiastic, motivated and flexible individual to fill
this clerical officer vacancy on a full time basis.
This position will involve working as part of a team across the MSK departments,
providing administration support to both inpatient and outpatient areas. Duties will include prepping clinics, booking
appointments/ admissions, reception duties, and general office duties. The
department deals with a high volume of patients daily, and so our ideal candidates
will thrive in a busy, fast paced environment, enjoy dealing with a variety of
people both face to face and over the telephone. Team work is paramount and good customer care
essential.
Candidates must have a good level of experience working in
an administrative environment and must also be computer literate. Previous NHS
experience and knowledge of hospital systems (PAS) would be an advantage.
Main duties of the job
- Working
as part of a team to provide admin and clerical support to the Musculoskeletal
Access Centre to assist in the smooth running, preparation and scheduling of
Outpatient clinics and theatre lists, in accordance with the principles
contained within the Trusts Waiting List Policy and Outpatient Access Policy
and in line with the current waiting time targets.
- To
maintain a polite friendly and efficient service for patients and their
relatives.
- To
ensure data is accurately recorded on the Trusts Patient Admission System.
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
Key Responsibilities:
- To
provide an efficient and effective clerical support to facilitate patients
accessing all clinical services provided by the Musculoskeletal Care Group.
Ensuring visitors are received courteously and promptly upon arrival in the
departments.
- To
ensure medical records (x-rays and notes) and all required correspondence and
results are available and accurately prepared for clinical sessions.
- To
provide a professional and courteous service in response to telephone and in
person enquiries, as required actioning appropriately.
- To
ensure that the clinics and theatre lists run smoothly and efficiently;
ensuring they are booked in a timely fashion, the relevant information is
communicated suitably to interested parties and medical records are requested
appropriately, etc.
- To
ensure appropriate utilisation of theatre space by proactively monitoring the
booking of patients and taking action with under or over booked sessions.
- To
ensure timely appointments are booked and take place in order to ensure
patients are fit for admission.
- To
ensure that specialist equipment is booked and available in time for operations.
- To assist with the
requirements of patients, medical staff and other colleagues in relation to the
clerical function. For example and
tracking patient notes.
- To
ensure records and information are easily accessed and accurate and that
actions are taken at an appropriate time. Maintain accurate and effective
central filing system & maintenance of the Patient Admissions System.
- To
recognise the importance to the service that appropriate staffing cover is
maintained to ensure the department is covered at all times.
- To
ensure all communications are accurate, timely and well presented in accordance
with the corporate identity.
- To
ensure patients privacy is protected by maintaining confidentiality when
dealing with staff, patients and the public.
- To
contribute to waiting list targets by ensuring that actions are taken at an
appropriate time.
- To
ensure waiting list management is carried out in accordance with the Trusts
Waiting List Policy.
- To
ensure patient information is validated by carrying out appropriate waiting
list validation.
- To
maintain service delivery by ensuring prior planning to support the scheduling
of theatre lists.
- To
ensure adherence to the Trusts Policies and Procedures, by assisting in staff
training and awareness.
- Maintain
good patient relations.
- Ensure
a helpful and efficient service is provided to patients and staff by
supervising and participating in the day-to-day activities of the
department. Liaison with colleagues for
co-ordination of diverse aspects of work and supporting team members through
offering advice, guidance and support as appropriate.
- To aid
with the monitoring of department activity by helping to produce statistics for
central use.
- Extensive
use of computerised systems e.g. the Patient Administration System, which
supports many of the above tasks.
Training will be provided.
- To ensure the smooth running of the Department by, for
example, highlighting to relevant colleague/ manager where stationery stock
levels are low or photocopier repairs or other repair work is required.
Job description
Job responsibilities
Key Responsibilities:
- To
provide an efficient and effective clerical support to facilitate patients
accessing all clinical services provided by the Musculoskeletal Care Group.
Ensuring visitors are received courteously and promptly upon arrival in the
departments.
- To
ensure medical records (x-rays and notes) and all required correspondence and
results are available and accurately prepared for clinical sessions.
- To
provide a professional and courteous service in response to telephone and in
person enquiries, as required actioning appropriately.
- To
ensure that the clinics and theatre lists run smoothly and efficiently;
ensuring they are booked in a timely fashion, the relevant information is
communicated suitably to interested parties and medical records are requested
appropriately, etc.
- To
ensure appropriate utilisation of theatre space by proactively monitoring the
booking of patients and taking action with under or over booked sessions.
- To
ensure timely appointments are booked and take place in order to ensure
patients are fit for admission.
- To
ensure that specialist equipment is booked and available in time for operations.
- To assist with the
requirements of patients, medical staff and other colleagues in relation to the
clerical function. For example and
tracking patient notes.
- To
ensure records and information are easily accessed and accurate and that
actions are taken at an appropriate time. Maintain accurate and effective
central filing system & maintenance of the Patient Admissions System.
- To
recognise the importance to the service that appropriate staffing cover is
maintained to ensure the department is covered at all times.
- To
ensure all communications are accurate, timely and well presented in accordance
with the corporate identity.
- To
ensure patients privacy is protected by maintaining confidentiality when
dealing with staff, patients and the public.
- To
contribute to waiting list targets by ensuring that actions are taken at an
appropriate time.
- To
ensure waiting list management is carried out in accordance with the Trusts
Waiting List Policy.
- To
ensure patient information is validated by carrying out appropriate waiting
list validation.
- To
maintain service delivery by ensuring prior planning to support the scheduling
of theatre lists.
- To
ensure adherence to the Trusts Policies and Procedures, by assisting in staff
training and awareness.
- Maintain
good patient relations.
- Ensure
a helpful and efficient service is provided to patients and staff by
supervising and participating in the day-to-day activities of the
department. Liaison with colleagues for
co-ordination of diverse aspects of work and supporting team members through
offering advice, guidance and support as appropriate.
- To aid
with the monitoring of department activity by helping to produce statistics for
central use.
- Extensive
use of computerised systems e.g. the Patient Administration System, which
supports many of the above tasks.
Training will be provided.
- To ensure the smooth running of the Department by, for
example, highlighting to relevant colleague/ manager where stationery stock
levels are low or photocopier repairs or other repair work is required.
Person Specification
Skills and Knowledge
Essential
- The ability to work using own initiative and without supervision.
- Good communication and interpersonal skills.
- Computer literacy & keyboard skills.
- Literacy and numeracy.
- Good office skills.
Desirable
- Knowledge of hospital databases/ information systems.
- Knowledge of Microsoft Office.
Experience
Essential
- Previous experience of providing clerical support in a busy and challenging environment.
- Evidence of experience of working with the public.
Desirable
- Experience of working in a healthcare environment.
Personal Qualities
Essential
- Ability to demonstrate confidentiality and trustworthiness.
- A willingness to be flexible and to work as part of a team.
- A willingness and ability to work Bank Holidays and Saturdays, on occasion.
- Self-motivated.
- Ability to achieve a high level of accuracy while ensuring deadlines are met.
- Efficient with good organisational skills and ability to prioritise.
- Ability to work under pressure.
- Ability to deal with clinicians, general practitioners, management, staff, patients and the general public.
Qualifications
Essential
Person Specification
Skills and Knowledge
Essential
- The ability to work using own initiative and without supervision.
- Good communication and interpersonal skills.
- Computer literacy & keyboard skills.
- Literacy and numeracy.
- Good office skills.
Desirable
- Knowledge of hospital databases/ information systems.
- Knowledge of Microsoft Office.
Experience
Essential
- Previous experience of providing clerical support in a busy and challenging environment.
- Evidence of experience of working with the public.
Desirable
- Experience of working in a healthcare environment.
Personal Qualities
Essential
- Ability to demonstrate confidentiality and trustworthiness.
- A willingness to be flexible and to work as part of a team.
- A willingness and ability to work Bank Holidays and Saturdays, on occasion.
- Self-motivated.
- Ability to achieve a high level of accuracy while ensuring deadlines are met.
- Efficient with good organisational skills and ability to prioritise.
- Ability to work under pressure.
- Ability to deal with clinicians, general practitioners, management, staff, patients and the general public.
Qualifications
Essential
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.
