Job summary
We are looking for a highly motivated
and dedicated administrator to join our radiology team at Newmarket Community
Hospital.
This
is an exciting time to join the West Suffolk Hospitals NHS Foundation Trust, with staff participating in the
planning of our Community Diagnostic Centre (CDC) (Future system program) which will extend our services
within the community to include CT and MRI.
With this new unit there may be requirement to work flexibly with the
potential to work extended hours and possible weekends.
The
Newmarket Community Hospital Radiology department has 2 Mobile X-ray units and
2 Ultrasound rooms and due to the new construction of the CDC we are working in
a temporary Admin Portacabins. We
provide imaging services for Newmarket and the surrounding areas.
The Radiology department has recently been accredited
with the Quality Standard for Imaging by UKAS for the 11th year
running and we pride ourselves on providing a high standard service, delivered
in a well-governed and transparent environment where staff are highly valued
and supported. As a department we have an excellent recruitment and retention
rate and our most recent staff survey results showed a high level of staff
satisfaction with positive feedback across all areas and roles.
Main duties of the job
The successful candidate will need to be self-motivated,
passionate, and committed to providing an excellent service to our patients. You
will be required to:
Undertake administrative duties
relevant to the management of patients attending procedures in the Radiology
Department, in an efficient and professional manner.
To answer queries, and advise
patients with regard to preparation for diagnostic imaging examinations
Using ongoing knowledge of examination
procedures and contra-indications to generate appointment slots and/or make
appointments.
Receives patients into the department and
provide any physical help needed by patients with regard to changing for
examinations, moving around the department, and before, during and after
examinations
About us
#BeKnown
at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to
more than a quarter of a million people across west Suffolk. We care for,
treat and support people in hospital, at home and in various community
settings.
The
West Suffolk Hospital in Bury St Edmunds provides acute and secondary care
services (emergency department, maternity and neonatal services, day surgery
unit, eye treatment centre, Macmillan unit and children's ward). It has 500+
beds and is a partner teaching hospital of the University of Cambridge.
Adult
and paediatric community services, provided in collaboration with West Suffolk
Alliance partners, include a range of nursing, therapy, specialist, and ongoing
temporary care and rehabilitation, some at our Newmarket Community Hospital.
We
do our utmost to achieve outstanding clinical outcomes for patients and our
values of fairness, inclusivity, respect, safety and team work guide how we
work and behave as a team.
With
nearly 5,000 staff, from all over the world, we strive to make our organisation
a great place to work. Whatever your role or ambition, we want to help you be
the best you can be.
We
promote a diverse and inclusive community where everyones voice counts and you
can #BeKnown for whoever you are.
Join
us. What will you #BeKnown for?
Job description
Job responsibilities
Please see the full job description fore more detail in supporting information
Job summary:
Undertake administrative duties
relevant to the management of patients attending procedures in the Radiology
Department, in an efficient and professional manner.
To answer queries, and advise
patients with regard to preparation for diagnostic imaging examinations
Using ongoing knowledge of
examination procedures and contra-indications to generate appointment slots
and/or make appointments.
Receives patients into the
department and provide any physical help needed by patients with regard to
changing for examinations, moving around the department, and before, during and
after examinations
Job responsibilities:
1. Communication:
1.1 Regular
daily communication with patients and relatives, both in person and by
telephone.
1.2 Liaise
closely with all levels of departmental staff regarding all aspects of
administration of the patient attendance, via the use of paper and/or computed
information.
1.3 Liaise
with other clinicians, departments, GP and Trusts
1.4 Disseminate
reports to GPs and other parties when required by post or email.
1.5 Participate
in administration staff team meetings. Propose improvements and identify
problems.
1.6 Promptly
report to the administrative team lead or superintendent radiographer any
problems which the post holder cannot immediately rectify
2. Planning and organisational Skills:
2.1 Organise
own workload in relation to the task rota
2.2 Is
aware of departmental workload and assists as necessary
3. Leadership and management:
3.1 Demonstrate activities and procedures to
new staff
4. Information Resources:
4.1 Using departmental rotas and protocols,
produce appointment slots for procedures
4.2 Operate
computer terminals for inputing and accessing information as necessary,
including the hospital eCare and ICE system and the radiology CRIS system.
4.3 Receive
patients into the department and check all necessary details.
4.4 Register
patients as necessary.
4.5 Record all
relevant data/details to enable the examination to proceed.
4.6 Produce any
documentation required for examination to proceed.
4.7 Sort outgoing
reports
4.8 Sort incoming
mail and emails. Record all requests
received.
4.9 Carry
out all necessary administrative tasks such as posting out reports, or
e-mailing.
4.10 Produce
and send out appointment letters.
4.11 As
required, carry out all other necessary administrative tasks such as filing, printing
of reports.
4.12 Demonstrate
a clear understanding of the data flows within departmental computer and paper-based
systems in order to enter and retrieve information, and make corrections as
necessary
4.13 Able to interrogate the various systems
and analyse the information obtained.
4.14 Demonstrate a
reasonable knowledge of procedures undertaken within the department in order to
advise and reassure patients making enquiries regarding waiting times or
preparation for examinations.
5. Research & Development:
5.1 Participate
in departmental/Trust audits as required e.g. timing audit; patient
satisfaction survey
5.2 Undertake
surveys or audits as required for own work e.g. staff surveys
5.3 To
participate in mandatory training, and ensure learning is applied to the
workplace.
5.4 To
participate in formal appraisal programme.
5.5 Attend
suitable seminars and courses as part of personal development and to further
the service provision of the department
6. Professional:
6.1 Behave
courteously and professionally at all times
6.2 Adhere
to Trust policies on infection control.
Job description
Job responsibilities
Please see the full job description fore more detail in supporting information
Job summary:
Undertake administrative duties
relevant to the management of patients attending procedures in the Radiology
Department, in an efficient and professional manner.
To answer queries, and advise
patients with regard to preparation for diagnostic imaging examinations
Using ongoing knowledge of
examination procedures and contra-indications to generate appointment slots
and/or make appointments.
Receives patients into the
department and provide any physical help needed by patients with regard to
changing for examinations, moving around the department, and before, during and
after examinations
Job responsibilities:
1. Communication:
1.1 Regular
daily communication with patients and relatives, both in person and by
telephone.
1.2 Liaise
closely with all levels of departmental staff regarding all aspects of
administration of the patient attendance, via the use of paper and/or computed
information.
1.3 Liaise
with other clinicians, departments, GP and Trusts
1.4 Disseminate
reports to GPs and other parties when required by post or email.
1.5 Participate
in administration staff team meetings. Propose improvements and identify
problems.
1.6 Promptly
report to the administrative team lead or superintendent radiographer any
problems which the post holder cannot immediately rectify
2. Planning and organisational Skills:
2.1 Organise
own workload in relation to the task rota
2.2 Is
aware of departmental workload and assists as necessary
3. Leadership and management:
3.1 Demonstrate activities and procedures to
new staff
4. Information Resources:
4.1 Using departmental rotas and protocols,
produce appointment slots for procedures
4.2 Operate
computer terminals for inputing and accessing information as necessary,
including the hospital eCare and ICE system and the radiology CRIS system.
4.3 Receive
patients into the department and check all necessary details.
4.4 Register
patients as necessary.
4.5 Record all
relevant data/details to enable the examination to proceed.
4.6 Produce any
documentation required for examination to proceed.
4.7 Sort outgoing
reports
4.8 Sort incoming
mail and emails. Record all requests
received.
4.9 Carry
out all necessary administrative tasks such as posting out reports, or
e-mailing.
4.10 Produce
and send out appointment letters.
4.11 As
required, carry out all other necessary administrative tasks such as filing, printing
of reports.
4.12 Demonstrate
a clear understanding of the data flows within departmental computer and paper-based
systems in order to enter and retrieve information, and make corrections as
necessary
4.13 Able to interrogate the various systems
and analyse the information obtained.
4.14 Demonstrate a
reasonable knowledge of procedures undertaken within the department in order to
advise and reassure patients making enquiries regarding waiting times or
preparation for examinations.
5. Research & Development:
5.1 Participate
in departmental/Trust audits as required e.g. timing audit; patient
satisfaction survey
5.2 Undertake
surveys or audits as required for own work e.g. staff surveys
5.3 To
participate in mandatory training, and ensure learning is applied to the
workplace.
5.4 To
participate in formal appraisal programme.
5.5 Attend
suitable seminars and courses as part of personal development and to further
the service provision of the department
6. Professional:
6.1 Behave
courteously and professionally at all times
6.2 Adhere
to Trust policies on infection control.
Person Specification
Qualifications
Essential
- Good Standard of literacy and numeracy
Desirable
- NVQ or RSA Administration, or equivalent
Experience
Essential
- Direct customer experience
- Good telephone communication
- IT skills accurate data input
Desirable
- Worked within the NHS
- Proven ability to work with minimal supervision
Skills and Abilities
Essential
- Excellent communicator
- Able to work on own initiative
- Able to work to stringent policies and guidelines
- Ability to maintain complete confidentiality
- Good customer skills
Desirable
- Proven commitment to own personal development
- Proven ability in problem solving
Personal Qualities
Essential
- Ability to work under pressure
- Ambitious, self motivated, good with time keeping and punctual
- Committed to delivering a high quality service
- Works well within the administration team
- Works well within the multidisciplinary team
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
Desirable
- Flexible approach with regard to working hours, future requirements of the department may include evening and weekend working as part of the working week.
- Willingness to train in some areas of direct patient care
Person Specification
Qualifications
Essential
- Good Standard of literacy and numeracy
Desirable
- NVQ or RSA Administration, or equivalent
Experience
Essential
- Direct customer experience
- Good telephone communication
- IT skills accurate data input
Desirable
- Worked within the NHS
- Proven ability to work with minimal supervision
Skills and Abilities
Essential
- Excellent communicator
- Able to work on own initiative
- Able to work to stringent policies and guidelines
- Ability to maintain complete confidentiality
- Good customer skills
Desirable
- Proven commitment to own personal development
- Proven ability in problem solving
Personal Qualities
Essential
- Ability to work under pressure
- Ambitious, self motivated, good with time keeping and punctual
- Committed to delivering a high quality service
- Works well within the administration team
- Works well within the multidisciplinary team
- Demonstrates understanding and commitment to Equality, Diversity and Inclusion
Desirable
- Flexible approach with regard to working hours, future requirements of the department may include evening and weekend working as part of the working week.
- Willingness to train in some areas of direct patient care
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.
