Job summary
The Hewitt Fertility Centre is one of Britain's largest Reproductive medicine units providing a comprehensive service to both NHS and fee paying patients.
The Hewitt Fertility Centre Liverpool is wholly committed to providing a high quality service to patients who attend the centre, for a range of fertility related investigations and treatments.
An opportunity has arisen within The Hewitt Fertility Centre at Liverpool for a Reception Administrator, who is a bright, committed, and enthusiastic individual. You would be working within a rapidly developing service and should be able to demonstrate excellent communication skills. A background in an administration essential.
The Hewitt Fertility Centre Liverpool unit is operational between the hours of 07.00am and 17.00pm currently. The successful candidate will work on a rotational basis to cover the opening hours of the unit.
Main duties of the job
The post holder is responsible for providing a welcoming, helpful and efficient reception service for all patients and visitors to the Hewitt Fertility Centre. This entails a wide ranging understanding of the administrative arrangements within the Unit and a good level of proficiency in the use of the relevant IT systems. An ability to cope with high levels of activity in a professional and caring manner is essential.
About us
Liverpool Women's NHS FT became part of NHS University Hospitals of Liverpool Group (UHLG) in November 2024, following the coming together with Liverpool University Hospitals NHS FT. UHLG was born from a shared aim to improve the care we provide to our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues who are dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, UHLG is also their local NHS, providing general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
At Liverpool Women's Hospital, each year we deliver approximately 7,500 babies, carry out around 50,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly and premature newborns, perform around 1,000 IVF cycles, and conduct over 4,000 genetic appointments.
We believe that this, along with a strong dedication to research and innovation, makes usthespecialist health provider of choice in Europe for women, babies and families.
For roles at Liverpool University Hospitals, visit their careers page.
UKVI guidelines prohibits sponsorship for all Band 2 posts. Guidelines state that many non-clinical posts are not eligible for sponsorship. Please use UKVI guidance on Skilled Worker Visas to determine your eligibility for sponsorship if you were to gain a conditional offer for this role.
https://www.gov.uk/skilled-worker-visa/your-job
Job description
Job responsibilities
Provide a friendly and approachable patient reception service for the Hewitt Fertility Centre. Deal with all patient / visitor queries and concerns received at the Reception Desk using judgement and discretion, prioritising queries and providing non clinical advice in relation to administrative arrangements. Ensure any queries they are not able to answer (eg medical issues) are passed on to the appropriate member of staff. Establish the reason for the patients attendance and check patients into and out of clinic appointments on two separate Patient Administration Systems Digicare and IDEAS. Ensure patients demographic details are correct using Trust procedures and correct, update Digicare, IDEAS and Case Notes. Check other personal data in accordance with Trust requirements.Communicate the patients arrival and reason for attending the Hewitt Centre to the appropriate section / member of staff within the unit to enable the needs of the patient to be met swiftly and efficiently. Make new appointment for patients 1st IVF clinic attendance. Make follow-up appointments for patients leaving clinics as required. Be aware of activity in the waiting area and liaise with Unit staff to keep patients informed of any delays, including use of the electronic message board. Keep the waiting area tidy. Admit / Discharge patients on the Digicare/IDEAS systems for Egg Collection and Embryo Transfers. Undertake filing and other duties as required and provide cover for other members of the reception and booking & scheduling team.
See Job description for full details.
Job description
Job responsibilities
Provide a friendly and approachable patient reception service for the Hewitt Fertility Centre. Deal with all patient / visitor queries and concerns received at the Reception Desk using judgement and discretion, prioritising queries and providing non clinical advice in relation to administrative arrangements. Ensure any queries they are not able to answer (eg medical issues) are passed on to the appropriate member of staff. Establish the reason for the patients attendance and check patients into and out of clinic appointments on two separate Patient Administration Systems Digicare and IDEAS. Ensure patients demographic details are correct using Trust procedures and correct, update Digicare, IDEAS and Case Notes. Check other personal data in accordance with Trust requirements.Communicate the patients arrival and reason for attending the Hewitt Centre to the appropriate section / member of staff within the unit to enable the needs of the patient to be met swiftly and efficiently. Make new appointment for patients 1st IVF clinic attendance. Make follow-up appointments for patients leaving clinics as required. Be aware of activity in the waiting area and liaise with Unit staff to keep patients informed of any delays, including use of the electronic message board. Keep the waiting area tidy. Admit / Discharge patients on the Digicare/IDEAS systems for Egg Collection and Embryo Transfers. Undertake filing and other duties as required and provide cover for other members of the reception and booking & scheduling team.
See Job description for full details.
Person Specification
Qualifications & Learning
Essential
- Good basic education
- NVQ2 or equivalent experience
Experience
Essential
- Experience of customer service role
- Team work or group member experience
Desirable
- Experience of using Meditech
- NHS working experience
Skills, Knowledge & Aptitudes
Essential
- Well organised
- Clear legible handwriting
- Good communication skills, using tact and showing sensitivity to the situation
- Confident and helpful telephone manner
- Good keyboard skills
- Ability to resolve conflict and complaints at source where possible
Personal Attributes
Essential
- Good health record
- Good attendance and timekeeping record
- Neat and tidy appearance
- Enjoys working with people
- Friendly, approachable and confident
- Able to assess situations and suggest possible solutions
- Understand the requirement of delivering an excellent service to all at all times
- Able to enhance the service we provide with enthusiasm
- Able to work flexibly
- Able to work under pressure at times
Special Requirements
Essential
- Understanding of HFEA Code of Practice with particular respect to confidentiality of data
Person Specification
Qualifications & Learning
Essential
- Good basic education
- NVQ2 or equivalent experience
Experience
Essential
- Experience of customer service role
- Team work or group member experience
Desirable
- Experience of using Meditech
- NHS working experience
Skills, Knowledge & Aptitudes
Essential
- Well organised
- Clear legible handwriting
- Good communication skills, using tact and showing sensitivity to the situation
- Confident and helpful telephone manner
- Good keyboard skills
- Ability to resolve conflict and complaints at source where possible
Personal Attributes
Essential
- Good health record
- Good attendance and timekeeping record
- Neat and tidy appearance
- Enjoys working with people
- Friendly, approachable and confident
- Able to assess situations and suggest possible solutions
- Understand the requirement of delivering an excellent service to all at all times
- Able to enhance the service we provide with enthusiasm
- Able to work flexibly
- Able to work under pressure at times
Special Requirements
Essential
- Understanding of HFEA Code of Practice with particular respect to confidentiality of data
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
