Job summary
We are looking for a passionate and dedicated administrator to join our radiology team at Newmarket Community Hospital.
The successful candidate will need to be ambitious 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
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.
Main duties of the job
You will be responsible for:
- Communication and Team Working
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
- Planning and Organising
2.1 Organise own workload in relation to the task rota
2.2 Is aware of departmental workload and assists as necessary
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
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:
- 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
- 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
- Leadership and management:
3.1 Demonstrate activities and procedures to new staff
- 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.
- 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
- Professional:
6.1 Behave courteously and professionally at all times
6.2 Adhere to Trust policies on infection control.
Job description
Job responsibilities
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:
- 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
- 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
- Leadership and management:
3.1 Demonstrate activities and procedures to new staff
- 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.
- 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
- Professional:
6.1 Behave courteously and professionally at all times
6.2 Adhere to Trust policies on infection control.
Person Specification
Education and Qualifications
Essential
- Good Standard of literacy and numeracy
Desirable
- NVQ or RSA Administration, or equivalent
Experience and knowledge
Essential
- Direct customer experience
- Good telephony 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 under 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
- Passionate
- Ability to work independently
- Evidence of good attendance and timekeeping
- 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
- Willingness to train in some areas of direct patient care
Person Specification
Education and Qualifications
Essential
- Good Standard of literacy and numeracy
Desirable
- NVQ or RSA Administration, or equivalent
Experience and knowledge
Essential
- Direct customer experience
- Good telephony 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 under 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
- Passionate
- Ability to work independently
- Evidence of good attendance and timekeeping
- 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
- 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.
