Maternity / Sonography Department - Administration Clerk

Job description

Job responsibilities

• Deal with all telephone calls relating to the Antenatal Scan appointment and booking system, ensuring all calls are dealt with in a polite, pleasant, and professional manner.
• Greet patients, check, and update details including ethnicity on the PAS and Soliton systems according to the Data Quality Standards and the Patient Access Policy.
• Direct patients to the appropriate area.
• Booking of all patients appointments in line with the national time targets for diagnostics.
• To act as a first point of contact for dealing with enquiries and take the necessary action, liaising and effectively communicating at all levels using written, oral, and electronic methods.
• To ensure, wherever possible, that all documentation is up to date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary.
• To continually contribute to patient and business improvement agendas. This will require undertaking any project work as directed including obtaining information using current systems and share ideas for potential service improvement.
• To assist with the implementation and maintain an efficient office management system/procedure to enable the Department to optimise their standards of service.
• Support team members. Providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required.
• Registration of Internal referrals.
• Management of e-referrals.
• Ensuring ALL patients are on a relevant access plan.
• Contacting patients for short notice appointments maximising clinic utilisation.
• Managing the generic mailbox and actioning within a timely manner.
• Contacting patients to inform them of short notice clinic cancellations/reschedules.
• To outcome all patient attendances, ensuring that all patients have either been reappointed, discharged, DNAd or added to the waiting list in accordance with agreed procedure.
• To cancel, re-appoint and reschedule patients appointments at patient or Consultant request.
• Support the areas with ad hoc admin duties.
• Absorb information from many different points of contact including patients, nursing and clinical staff, secretaries, outside locations, GP surgeries and other hospitals by written, verbal and email communication. Act on the information and distribute accurately.
• Work flexibly on a rota basis to ensure the department is covered.
• To open and sort post daily and take appropriate action.
• Management of stock and re-ordering of consumables when required on the Trust ordering system.
• To correct any operator errors with the PAS system including the RTT status following protocol.
• Custom build Adhoc Clinics/Slots when required in the PAS system.
• To undertake any other duties as appropriate to the role.

For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.

Person Specification

Experience and Knowledge

Essential

• Proven experience of delivering a wide range of administration tasks to a high standard, in a patient/service focussed environment
• Experience of dealing with patients and the public in a polite, pleasant, and professional manner
• Maintain patient details according to data quality standards
• Knowledge of paper and electronic records management

Desirable

• Experience of working in an NHS/Medical services environment
• Knowledge of Electronic Referral Service (eRs)
• Knowledge of medical terminology

Qualification(s) and Professional Training

Essential

• GCSE's at Level 5 or above
• Good Customer service skills

Desirable

• NVQ Level 2 Administration
• Previous experience of administration in the health sector

Skills and Abilities

Essential

• Good standard of literacy and IT skills
• Ability to work calmly under pressure and prioritise workload
• Confidentiality and adherence to Data Protection protocols

Personal Qualities

Essential

• Ability to establish effective working relationship
• Excellent inter-personal skills
• Reliability and Flexibility
• Able to work on own initiative
• Ability to undertake further training and development as required

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.

Certificate of Sponsorship

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).

Employer details

Employer name

George Eliot Hospital NHS Trust

Address

George Eliot Hospital

College Street

Nuneaton

CV10 7DJ

Employer's website

http://www.geh.nhs.uk/ (Opens in a new tab)