Job summary
Clinic Administrator
Band 3 Full time 37.5 hours a week
It is an exciting time within community sexual & reproductive health services in Lewisham as integrated contraception, sexual & reproductive health and GUM services continue to develop. We are looking for full time sexual health administrator/receptionist.
The successful candidate will work as a member of a multi disciplinary team. You will be an enthusiastic, reliable, non judgmental individual, possessing good organisational and communication skills.
Evening and weekend working will be required. Although the main base is Waldron Health Centre the post holder will be expected to work at any of the Lewisham sexual health community clinics as required.There will be a training programme to ensure that you are supported to deliver confidential quality care.
Interviews will take place at Waldron Health Centre, date to be confirmed. Location details of all Lewisham sexual health clinics can be seen on the website:
Main duties of the job
The post holder will work to ensure smooth running of a very busy clinic by;
- Ensure that the clinic is managed efficiently and any concerns escalated
- Key administrative responsibilities to include the day to day management of reception.
- Dealing with patient requests, including booking patients in to be seen, arranging appointments, keeping patients informed or delays. Dealing sensitively with patients who cannot be seen.
- Manage and report issues with reference to relevant policies and procedures.
- Ensuring specimens are packed and transported to lab appropriately
- Chaperoning patients during intimate examinations
- There may be an opportunity to undertake training in phlebotomy skills.
About us
Lewisham and Greenwich NHS Trust is a community focused provider of local and acute care, providing high quality services to over one million people living across the London boroughs of Lewisham, Greenwich and Bexley.
With a turnover of around £700 million, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham and a range of community settings in Lewisham. We also provide some services at Queen Mary's Hospital in Sidcup.
The Trust has 7,500 staff and we have recently invested in our workforce to grow our establishment across a number of key services. In 2020 we won a London NHS Parliamentary Award in recognition of a wide range of initiatives to make the organisation a great place to work. We are accredited as a flexible working employer offering a number of flexible working options for staff. We are also accredited as a London Living Wage employer for our substantive, bank and contractors.
Job description
Job responsibilities
T o assist the clinic co-ordinator with general administration/clerical duties to ensure the smooth running of the sexual and reproductive service as required.
Key Result Areas & performance
- Reception Area
- First point of contact for patients, ensuring that messages are passed on appropriately and in a timely manner.
- To deal with patients in a mature and professional manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.
- To register patient details on the appropriate I.T. system (EMIS, Hero Health or relevant other) ensuring a high level of data accuracy.
- To arrive, rebook and discharge on the appropriate I.T. system (EMIS or relevant other)
- To deal with written and telephone enquiries as appropriate.
- To book new and follow up appointments as required
- To participate in administration duties such as the answer phone, cancellation e-mails, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.
- Booking of interpreters for patients according to the Trust policy. Liaise with the relevant teams with enquiries as appropriate.
- Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites.
- Be fully competent in the features of the service computer software systems and undergo further training when systems are updated and as the job requires.
- Attend additional training as required and assist new staff with training.
- On occasion to manage potentially aggressive, verbally abusive visitors to the service which must be dealt with appropriately following agreed procedures and protocol.
- To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
- Manage tidiness and appearance of reception
- To highlight any referrals or patients which require urgent attention and deal with them promptly, this can sometimes involve discussions with the senior clinician (HUB) to arrange where the patient needs to be booked.
- To develop working relationships across the trust with Consultants, matrons and their teams.
- Check number of clinicians working and calculate number of patient that can be seen for the session.
- Update white board as per requirements and contribute to take 5 at the open and close of clinic
- Assist clinical staff, for example by providing support as a chaperone
Job description
Job responsibilities
T o assist the clinic co-ordinator with general administration/clerical duties to ensure the smooth running of the sexual and reproductive service as required.
Key Result Areas & performance
- Reception Area
- First point of contact for patients, ensuring that messages are passed on appropriately and in a timely manner.
- To deal with patients in a mature and professional manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.
- To register patient details on the appropriate I.T. system (EMIS, Hero Health or relevant other) ensuring a high level of data accuracy.
- To arrive, rebook and discharge on the appropriate I.T. system (EMIS or relevant other)
- To deal with written and telephone enquiries as appropriate.
- To book new and follow up appointments as required
- To participate in administration duties such as the answer phone, cancellation e-mails, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.
- Booking of interpreters for patients according to the Trust policy. Liaise with the relevant teams with enquiries as appropriate.
- Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites.
- Be fully competent in the features of the service computer software systems and undergo further training when systems are updated and as the job requires.
- Attend additional training as required and assist new staff with training.
- On occasion to manage potentially aggressive, verbally abusive visitors to the service which must be dealt with appropriately following agreed procedures and protocol.
- To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
- Manage tidiness and appearance of reception
- To highlight any referrals or patients which require urgent attention and deal with them promptly, this can sometimes involve discussions with the senior clinician (HUB) to arrange where the patient needs to be booked.
- To develop working relationships across the trust with Consultants, matrons and their teams.
- Check number of clinicians working and calculate number of patient that can be seen for the session.
- Update white board as per requirements and contribute to take 5 at the open and close of clinic
- Assist clinical staff, for example by providing support as a chaperone
Person Specification
Qualifications and Training
Essential
- oGood standard of education NVQ 2 plus additional experience equating to NVQ 3 as outlined below.
- oGCSE English Language or equivalent
- oClear handwriting and spelling
- oNumerate
Desirable
- oNVQ Business Administration - Level II or equivalent
- oRSA II
- oCertificate in Office
- oICare/EMIS Trained
Experience
Essential
- oPrevious experience of working in a busy public facing environment
- oPrevious experience in an admin role
Desirable
- oPrevious experience of working in a busy environment in a healthcare setting
- oExperience on the ICare/EMIS System and Electronic Discharge Summaries System
- oPrevious experience of minute taking
Person Specification
Qualifications and Training
Essential
- oGood standard of education NVQ 2 plus additional experience equating to NVQ 3 as outlined below.
- oGCSE English Language or equivalent
- oClear handwriting and spelling
- oNumerate
Desirable
- oNVQ Business Administration - Level II or equivalent
- oRSA II
- oCertificate in Office
- oICare/EMIS Trained
Experience
Essential
- oPrevious experience of working in a busy public facing environment
- oPrevious experience in an admin role
Desirable
- oPrevious experience of working in a busy environment in a healthcare setting
- oExperience on the ICare/EMIS System and Electronic Discharge Summaries System
- oPrevious experience of minute taking
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).
