Job summary
To provide administration and reception duties for the maternity ultrasound and antenatal clinic areas.
Responsible for the booking, preparing and reception of outpatient clinics.
Liaise with consultants, junior medical staff, medical secretaries, central records library and outpatient staff.
Provide an efficient and reliable service in line with national targets, meeting Trust standards.
To provide administration support to the early dating scan appointments and first trimester screening programme.
Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.
Main duties of the job
Excellent organisational skills.
Ability to communicate at all levels.
Excellent telephone manner.
Ability to handle difficult/distressed patients in a sensitive and empathetic manner.
Analyse and resolve patient problems
Being able to adapt to new computer systems
Professional manner
Adaptability, flexibility and ability to multi task
Desire to achieve and sustain high standards
Patient, calm approach
Able to cope with sensitive nature of work
Able to work under pressure and meet deadlines
Able to work as part of a team and independently as required.
Tactfully communicate written and verbal information with patients, staff and carers with regards to appointments, admissions etc.
Polite in nature
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment manager for this post who will put you in touch with the recruitment team. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
Receive referral forms from GPs and Midwives and ensure these are prioritised.
Register new patients on iPMS system, ensuring double registration does not occur
Maintain outpatient waiting lists. Ensure all referrals are put onto iPMS following appropriate guidelines.
Book new and follow up appointments using the computerised IPMS system, following the guidelines set out in the Trusts waiting list policy
Answer telephone calls between specific times for early dating scan appointments, operating a fully booked system with the patients.
Assist with the administration of the first trimester screening programme, following guidelines set out by the Care Group.
As required, telephone patients with urgent/last minute appointments.
To undertake reception duties.
Liaise with the Imaging Directorate Departments regarding amnios, dating and detailed scans
Dispatch appointment letters as necessary
Prepare clinic pulling lists /notes for future clinic appointments
For further details please see attached JD and PS
Job description
Job responsibilities
Receive referral forms from GPs and Midwives and ensure these are prioritised.
Register new patients on iPMS system, ensuring double registration does not occur
Maintain outpatient waiting lists. Ensure all referrals are put onto iPMS following appropriate guidelines.
Book new and follow up appointments using the computerised IPMS system, following the guidelines set out in the Trusts waiting list policy
Answer telephone calls between specific times for early dating scan appointments, operating a fully booked system with the patients.
Assist with the administration of the first trimester screening programme, following guidelines set out by the Care Group.
As required, telephone patients with urgent/last minute appointments.
To undertake reception duties.
Liaise with the Imaging Directorate Departments regarding amnios, dating and detailed scans
Dispatch appointment letters as necessary
Prepare clinic pulling lists /notes for future clinic appointments
For further details please see attached JD and PS
Person Specification
Knowledge & Experience
Essential
- Computer Literate - proven knowledge of Microsoft Word and Excel desirable
- Demonstrable experience of working within the hospital environment
- Established demonstrable administrative / clerical experience
Desirable
- NHS demonstrable experience
- Use of PHNT computer systems
Qualifications
Essential
- GCSE English & Maths C & above
Aptitude and Abilities
Essential
- Excellent organisational skills
- Ability to communicate at all levels
- Excellent telephone manner
- Ability to handle difficult/distressed patients in a sensitive and empathetic manner
- Analyse and resolve patient problems
- Being able to adapt to new computer systems
- Professional manner
- Adaptability, flexibility and ability to multi task
Desirable
- Understanding the Trust's waiting list policies within the workplace
- Must display an all-round interest in clerical duties
Person Specification
Knowledge & Experience
Essential
- Computer Literate - proven knowledge of Microsoft Word and Excel desirable
- Demonstrable experience of working within the hospital environment
- Established demonstrable administrative / clerical experience
Desirable
- NHS demonstrable experience
- Use of PHNT computer systems
Qualifications
Essential
- GCSE English & Maths C & above
Aptitude and Abilities
Essential
- Excellent organisational skills
- Ability to communicate at all levels
- Excellent telephone manner
- Ability to handle difficult/distressed patients in a sensitive and empathetic manner
- Analyse and resolve patient problems
- Being able to adapt to new computer systems
- Professional manner
- Adaptability, flexibility and ability to multi task
Desirable
- Understanding the Trust's waiting list policies within the workplace
- Must display an all-round interest in clerical duties
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).
