Nottingham University Hospitals NHS Trusts

Outpatient Administrator Centralised Pre-op

Information:

This job is now closed

Job summary

This post will be working as part of the preoperative team based across 2 sites. The role is on a busy unit and the expectation is that a uniform will be worn and the candidate may be expected to cover reception areas on occasion.

You will provide high quality admin and clerical support in the form of booking pre-operative and anaesthetic appointments using electronic booking systems.

You will have the ability to use initiative and judgement in dealing with non-routine enquiries and situations. You will use your ability to exercise judgement and initiative when dealing with urgent enquiries and knowing when to escalate.

You will liaise closely with our service users and link with our many departments involved in providing timely appointments for patients.

Our internal KPIs are in line with Trust targets and sometimes this will mean rearranging routine patients, which may have been rearranged before to accommodate more urgent patients. Therefore, you will need skills of diplomacy and tact for these difficult conversations.

Main duties of the job

In addition to the brief list above you must familiarise yourself with the full job description and person specification attached to this advert prior to applying.

Be responsible for arranging follow up appointments

Using Medway PAS arrange appointments

Reduce and cancel clinics

Arrange transport

Ensure RTT data is accurate at all times

Deal appropriately with enquiries

Manage the demand and capacity within the standard operating practice

Highlight any capacity issues that arise

Ensure all referrals are booked in a timely manner meeting the department KPIs

Print appointment letters as necessary

Contact patients by telephone to ensure patients are aware of their appointments

Keep personal data updated and be able to advise patients

Notify Outpatient Co-ordinator of any patients who fail to attend their appointment

Receive and respond to enquiries from relatives/external agencies adhering to Trust confidentiality guidelines at all times

Be able to competently use Medway PAS and other information technology systems

Keep training up to date

Maintain tidy, safe working environment

Present a professional, polite and courteous attitude at all times

Undertake any other duties, which may reasonably be required

About us

With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.

Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!

We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.

Details

Date posted

12 August 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working, Home or remote working, Compressed hours

Reference number

164-6475197

Job locations

Queens Medical Centre

Derby Road

Nottingham

NG72UH


Job description

Job responsibilities

Please refer to the job description and person specification attached to the advert for the full details.

This will be a cross-site role.

Job description

Job responsibilities

Please refer to the job description and person specification attached to the advert for the full details.

This will be a cross-site role.

Person Specification

Training And Qualifications

Essential

  • oTo be educated to 'O' level, GCSE or equivalent standard
  • oEDCL or equivalent including English at Grade C
  • oNVQ Level 3 or equivalent

Experience

Essential

  • oPrevious experience in an office environment
  • oKnowledge of hospital IT systems, e.g. Medway PAS,
  • oUnderstanding of the importance of confidentiality

Desirable

  • oKnowledge of hospital IT systems, e.g. Medway PAS, Notis
  • oKnowledge of outpatient work
  • oCustomer Service focused role

Communication and Relationship skills

Essential

  • oExcellent communication skills with the ability to Communicate with staff and the public at all levels
  • oAbility to work as part of a team and quickly adapt to Changing situations
  • oAble to be empathetic and build rapport with patients

Analytical and Judgement skills

Essential

  • oAble to use judgement to make decisions in order to solve problems/enquiries
  • oAbility to deal logically with quite complex issues, and deal with these in a professional manner
  • oWorks in line with organisational goals and objectives
  • oWorks with standard procedures and in line with TrustPolicies

Planning and Organisation skills

Essential

  • oAbility to prioritise workload and use own initiative
  • oDemonstrates enthusiasm and a conscientious approach to work, advocating this to others

Desirable

  • oAble to use systems to condense clinic lists

Physical skills

Essential

  • oBe able to stand/walk for prolonged periods
  • oFrequent use of VDU equipment

Other Requirements

Essential

  • oDemonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace
  • oRemains calm and co-operative under pressure or in difficult and uncertain situations
  • oGives consistent and stable performance under pressure oAbility to work across all sites
Person Specification

Training And Qualifications

Essential

  • oTo be educated to 'O' level, GCSE or equivalent standard
  • oEDCL or equivalent including English at Grade C
  • oNVQ Level 3 or equivalent

Experience

Essential

  • oPrevious experience in an office environment
  • oKnowledge of hospital IT systems, e.g. Medway PAS,
  • oUnderstanding of the importance of confidentiality

Desirable

  • oKnowledge of hospital IT systems, e.g. Medway PAS, Notis
  • oKnowledge of outpatient work
  • oCustomer Service focused role

Communication and Relationship skills

Essential

  • oExcellent communication skills with the ability to Communicate with staff and the public at all levels
  • oAbility to work as part of a team and quickly adapt to Changing situations
  • oAble to be empathetic and build rapport with patients

Analytical and Judgement skills

Essential

  • oAble to use judgement to make decisions in order to solve problems/enquiries
  • oAbility to deal logically with quite complex issues, and deal with these in a professional manner
  • oWorks in line with organisational goals and objectives
  • oWorks with standard procedures and in line with TrustPolicies

Planning and Organisation skills

Essential

  • oAbility to prioritise workload and use own initiative
  • oDemonstrates enthusiasm and a conscientious approach to work, advocating this to others

Desirable

  • oAble to use systems to condense clinic lists

Physical skills

Essential

  • oBe able to stand/walk for prolonged periods
  • oFrequent use of VDU equipment

Other Requirements

Essential

  • oDemonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace
  • oRemains calm and co-operative under pressure or in difficult and uncertain situations
  • oGives consistent and stable performance under pressure oAbility to work across all sites

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.

Employer details

Employer name

Nottingham University Hospitals NHS Trusts

Address

Queens Medical Centre

Derby Road

Nottingham

NG72UH


Employer's website

https://www.nuh.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Nottingham University Hospitals NHS Trusts

Address

Queens Medical Centre

Derby Road

Nottingham

NG72UH


Employer's website

https://www.nuh.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Service Manager

Claire Williams

claire.williams3@nuh.nhs.uk

07812276609

Details

Date posted

12 August 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum

Contract

Permanent

Working pattern

Full-time, Part-time, Job share, Flexible working, Home or remote working, Compressed hours

Reference number

164-6475197

Job locations

Queens Medical Centre

Derby Road

Nottingham

NG72UH


Supporting documents

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