Job summary
An exciting opportunity has arisen within the Dermatology Directorate for Two full time, Band 2 Receptionist/Support Administrators to join the nursing and clerical teams based at Rowan House. Both posts will be 37.5 hours a week working Monday to Friday covering shifts on a rotational basis to ensure that the unit is manned from 08:00 to 17:15 (08:00 to 16:00 and 09:15 to 17:15).
We are looking for two enthusiastic, capable and motivated individuals to join our team. The post-holders will be working closely with clinical and administrative colleagues to ensure tasks are completed to a high standard to ensure the smooth running of the service.
The successful candidates will be responsible for providing a comprehensive reception and support service within the Dermatology Unit as well as booking and prepping all nurse led clinics in the area.
The post will provide a wealth of opportunities to expand and develop. The role is demanding and interesting and will require someone who is flexible and able to work well within a busy environment, has attention to detail, the skills to manage a variety of tasks to meet deadlines within the service. The ideal candidates must have a flexible 'can do' attitude and the ability to use their own initiative with excellent communication, interpersonal and IT skills.
Main duties of the job
Ensure effective communication with all members of the Dermatology team.
Ensure that all administration processes are dealt with in accordance with Trust Waiting list policies.
Required to cover for other colleagues during annual leave/sickness or peak workloads.
Ensure that appropriate clinic follow up is actioned as appropriately, i.e. outpatient appointments, investigations, add patients to waiting list.
Ensure a clear understanding surrounding data quality, data protection, case note handling and IPM.
Trace notes back to central library and check all outcomes after the clinic letters have been typed. Transfer notes to boxes for transportation.
Book and prep nurse led clinics. Locate notes required for clinics.
Transport notes around the Department using trollies as required.
To receive and co-ordinate patients telephone queries with the appropriate member of nursing/ medical staff. This is vital as the unit has daily telephone queries from patients on systemic drugs etc.
Assist with the In Touch system ensuring Health professionals complete the outcomes, and that patients/ carers are made aware of any delays in clinics, updating the information on the In Touch board. Assisting patient with the check-in on the In Touch system
To take additional roles as requested ie, Fire warden, Dementia friendly contact person.
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
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
Ensure effective communication with all members of the Dermatology team.
Ensure that all administration processes are dealt with in accordance with Trust and MOD Waiting list policies.
Required to cover for other colleagues during annual leave/sickness or peak workloads.
Ensure that appropriate clinic follow up is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list.
Ensure a clear understanding is obtained surrounding data quality, data protection, case note handling and IPM.
Trace notes back to central library and check all outcomes after the clinic letter have been typed. Transfer note to boxes for transportation to Records library.
Book and prep nurse led clinics when required. Locate notes required for clinics.
Transport notes around the Department using trollies as required.
Assist with gathering of data; i.e, chest x-ray results, blood results for patients attending clinics.
To receive and co-ordinate patients telephone queries with the appropriate member of nursing/ medical staff. This is vital as the unit has daily telephone queries from patients on systemic drugs etc.
Assist with the In Touch system ensuring Health professionals complete the outcomes, and that patients/ carers are made aware of any delays in clinics, updating the information on the In Touch board. Assisting patient with the check-in on the In Touch system
To take additional roles as requested ie, Fire warden, Dementia friendly contact person.
COMMUNICATIONS & WORKING RELATIONSHIPS
Directorate Management team
Matron
Consultant/ Medical Staff
Other Directorate Administrative staff
Ward staff
Theatre staff
Anaesthetic Administration
Outpatient Staff
GPs and Practice Nurses
Patients & relatives
OTHER
Reception Duties
Compile and sort clinic attendance sheets.
To receive and welcome patients to the Department and direct them to the appropriate waiting area after the patient has booked in via the electronic system.
Ensure the patients details are up to date on both the computer system and the patients notes.
Make follow-up appointments according to consultant requirements and clinic booking rules.
To ensure the patient is booked in via the In Touch system.
To clear all queries daily generated on In Touch.
Ensure ALL case notes are available for the clinic.
Be polite and courteous when dealing with patients at all times.
Transport all patients notes from reception to the clinical area during all clinics.
Appointments Duties
Ensure all patients who fail to attend appointments (DNAs) are managed in accordance with the Trust DNA policy
Take appropriate actions regarding telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
Adhere to correct clinic booking rules, ensuring any cancellations and reductions are put onto IPM.
This job This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures & guidelines.
Job description
Job responsibilities
PRIMARY DUTIES & AREAS OF RESPONSIBILITY
Ensure effective communication with all members of the Dermatology team.
Ensure that all administration processes are dealt with in accordance with Trust and MOD Waiting list policies.
Required to cover for other colleagues during annual leave/sickness or peak workloads.
Ensure that appropriate clinic follow up is actioned as appropriate, i.e. outpatient appointments, investigations, add patients to waiting list.
Ensure a clear understanding is obtained surrounding data quality, data protection, case note handling and IPM.
Trace notes back to central library and check all outcomes after the clinic letter have been typed. Transfer note to boxes for transportation to Records library.
Book and prep nurse led clinics when required. Locate notes required for clinics.
Transport notes around the Department using trollies as required.
Assist with gathering of data; i.e, chest x-ray results, blood results for patients attending clinics.
To receive and co-ordinate patients telephone queries with the appropriate member of nursing/ medical staff. This is vital as the unit has daily telephone queries from patients on systemic drugs etc.
Assist with the In Touch system ensuring Health professionals complete the outcomes, and that patients/ carers are made aware of any delays in clinics, updating the information on the In Touch board. Assisting patient with the check-in on the In Touch system
To take additional roles as requested ie, Fire warden, Dementia friendly contact person.
COMMUNICATIONS & WORKING RELATIONSHIPS
Directorate Management team
Matron
Consultant/ Medical Staff
Other Directorate Administrative staff
Ward staff
Theatre staff
Anaesthetic Administration
Outpatient Staff
GPs and Practice Nurses
Patients & relatives
OTHER
Reception Duties
Compile and sort clinic attendance sheets.
To receive and welcome patients to the Department and direct them to the appropriate waiting area after the patient has booked in via the electronic system.
Ensure the patients details are up to date on both the computer system and the patients notes.
Make follow-up appointments according to consultant requirements and clinic booking rules.
To ensure the patient is booked in via the In Touch system.
To clear all queries daily generated on In Touch.
Ensure ALL case notes are available for the clinic.
Be polite and courteous when dealing with patients at all times.
Transport all patients notes from reception to the clinical area during all clinics.
Appointments Duties
Ensure all patients who fail to attend appointments (DNAs) are managed in accordance with the Trust DNA policy
Take appropriate actions regarding telephone calls from patients, GPs and other agencies using initiative, within Trust guidelines.
Adhere to correct clinic booking rules, ensuring any cancellations and reductions are put onto IPM.
This job This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures & guidelines.
Person Specification
Knowledge & Experience
Essential
- Previous demonstrable Reception experience
- Previous demonstrable experience in the use of Microsoft software packages i.e. word/excel/outlook.
- Good keyboard skills
- Demonstrable experience working with the general public
Desirable
- Demonstrate proven knowledge of Primary Target Lists and waiting list management
- Previous demonstrable experience within a large clinical setting
Qualifications
Essential
- Educated to GCSE A-C in Maths and English or equivalent standard of qualification
- NVQ level 2 In Business & Administration / Customer Service or equivalent demonstrable experience
Apptitude & Abilities
Essential
- Ability to maintain confidentiality
- Good communication skills
- Good telephone manner
- Ability to work under pressure
Desirable
- Understanding the Trust's waiting list policy within the work place.
Person Specification
Knowledge & Experience
Essential
- Previous demonstrable Reception experience
- Previous demonstrable experience in the use of Microsoft software packages i.e. word/excel/outlook.
- Good keyboard skills
- Demonstrable experience working with the general public
Desirable
- Demonstrate proven knowledge of Primary Target Lists and waiting list management
- Previous demonstrable experience within a large clinical setting
Qualifications
Essential
- Educated to GCSE A-C in Maths and English or equivalent standard of qualification
- NVQ level 2 In Business & Administration / Customer Service or equivalent demonstrable experience
Apptitude & Abilities
Essential
- Ability to maintain confidentiality
- Good communication skills
- Good telephone manner
- Ability to work under pressure
Desirable
- Understanding the Trust's waiting list policy within the work place.
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).
