Job summary
We are looking for a Clinic Co-ordinator to join our maternity administration team on a 12 month fixed term contract. We are seeking a highly organised and compassionate individual to co-ordinate our diabetic midwifery clinics and our midwife sonographer clinics .
The ideal candidate will be someone with a keen eye for detail, excellent communication skills and who is committed to providing a first-class service for patients in a fast-paced environment.
We are looking for a highly motivated, proactive team player to work within our busy outpatient department to ensure efficient running of outpatient clinics.
You will be responsible for coordinating outpatient clinics, reporting and analysing data for the performance of the service and working closely with the Specialist Midwives and Matron.
The post holder will be required to work as part of the administration team and provide cross cover during periods of staff absence within the Directorate as and when required. The post holder will need to work flexible hours to ensure the service needs are met.
Excellent organisational and interpersonal skills will be required for this post as you will be expected to communicate well with all levels of staff and the public.
Main duties of the job
You will be responsible for coordinating outpatient clinics, reporting and analysing data for the performance of the service and working closely with the Specialist Midwives and Matron.
The post holder will be required to work as part of the administration team and provide cross cover during periods of staff absence within the Directorate as and when required. The post holder will need to work flexible hours to ensure the service needs are met.
Excellent organisational and interpersonal skills will be required for this post as you will be expected to communicate well with all levels of staff and the public.
About us
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Job description
Job responsibilities
- Provide general administrative services as required by Maternity Diabetes and Midwife Sonography Teams
- Complete referrals onto Camis
- Book appointments on Camis and inform patients by telephone and letter.
- Supporting and co ordinating administration in diabetes antenatal clinic
- Deal with telephone or face-to-face enquiries within agreed limits and take appropriate actions.
- Update relevant databases and input data for monthly reporting.
- Typing of meeting agendas and minutes
- Act independently, within agreed authority, ensuring that daily tasks and ongoing workloads are completed within agreed time frames.
- Maintain diary appointments for meetings associated with Maternity diabetes and midwifery sonography Teams.
- Establish effective relationships with the Maternity and General Diabetes Teams
- Use initiative and manage own workload independently, referring to diabetes or sonography midwives as required.
- Work with other members of the Maternity Diabetes and Midwifery sonography team on specific appropriate tasks.
- Process outpatient referral to the Directorate within 24 hours of receipt of the referral, accurately recording details as required on Trust computerised systems.
- Ensure all information entered on CAMIS is accurate and up to date confirming patient details at every point of contact.
- Use the National tracing Service to check/find NHS numbers and check other patient information in order to ensure accurate data collection.
- Ensure accurate and up to date outpatient waiting list management and adherence to agreed national waiting time targets
- Coordinate referrals to relevant clinician for grading.
- Arrange appointments for investigations and/or make appointments for additional patient tests as required by the clinician and where appropriate.
- Receive and deal with phone calls from patients, relatives and carers concerning making, amending or cancelling appointments.
- All appointments to be confirmed by a letter to patient/parent or guardian with regards to children
- Liaise with specialist midwives or relevant clinicians regarding clinic availability
- Assist the effective management of the patient pathway ensuring that all necessary appointments, including the booking of outpatient clinics and waiting lists, are arranged on time and that patients receive timely treatment in accordance with national standards.
- Receive and prepare relevant correspondence and material as required for clinical teams
- Ensure that all correspondence and documentation is filed promptly and cross referenced
- Update relevant databases and input data for monthly reporting.
- Ensure patient notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed in medical records case notes following laid down guidelines
- Assist with the coordination of clinics to ensure effective time management and utilisation
- Ensure that telephone enquiries, personal contact or correspondence is dealt with within agreed time limits and appropriate action is taken.
- Work with medical, nursing, directorate, secretarial and clerical staff to promote the efficiency of patient care
- Contribute to feedback in the management of waiting lists, compilation of data and other management information as requested.
- Ensure Trust and departmental policies are adhered to and contribute to changes and/or reviews of policies and procedures.
- Provide general admin services including photocopying, filing, updating agendas/ minutes and diary management.
- Ensure that relevant health records are available to medical staff when required and anticipate demand wherever possible
- Liaise with other hospital departments, GPs and other health care agencies when required
- The post holder will be expected to use computer systems where appropriate, including email system, the internet and intranet and other office systems in accordance with Trust policies
- Provide cross cover within team during absence.
Job description
Job responsibilities
- Provide general administrative services as required by Maternity Diabetes and Midwife Sonography Teams
- Complete referrals onto Camis
- Book appointments on Camis and inform patients by telephone and letter.
- Supporting and co ordinating administration in diabetes antenatal clinic
- Deal with telephone or face-to-face enquiries within agreed limits and take appropriate actions.
- Update relevant databases and input data for monthly reporting.
- Typing of meeting agendas and minutes
- Act independently, within agreed authority, ensuring that daily tasks and ongoing workloads are completed within agreed time frames.
- Maintain diary appointments for meetings associated with Maternity diabetes and midwifery sonography Teams.
- Establish effective relationships with the Maternity and General Diabetes Teams
- Use initiative and manage own workload independently, referring to diabetes or sonography midwives as required.
- Work with other members of the Maternity Diabetes and Midwifery sonography team on specific appropriate tasks.
- Process outpatient referral to the Directorate within 24 hours of receipt of the referral, accurately recording details as required on Trust computerised systems.
- Ensure all information entered on CAMIS is accurate and up to date confirming patient details at every point of contact.
- Use the National tracing Service to check/find NHS numbers and check other patient information in order to ensure accurate data collection.
- Ensure accurate and up to date outpatient waiting list management and adherence to agreed national waiting time targets
- Coordinate referrals to relevant clinician for grading.
- Arrange appointments for investigations and/or make appointments for additional patient tests as required by the clinician and where appropriate.
- Receive and deal with phone calls from patients, relatives and carers concerning making, amending or cancelling appointments.
- All appointments to be confirmed by a letter to patient/parent or guardian with regards to children
- Liaise with specialist midwives or relevant clinicians regarding clinic availability
- Assist the effective management of the patient pathway ensuring that all necessary appointments, including the booking of outpatient clinics and waiting lists, are arranged on time and that patients receive timely treatment in accordance with national standards.
- Receive and prepare relevant correspondence and material as required for clinical teams
- Ensure that all correspondence and documentation is filed promptly and cross referenced
- Update relevant databases and input data for monthly reporting.
- Ensure patient notes are correctly completed with the patient details and accurate copies of investigative reports and correspondence are filed in medical records case notes following laid down guidelines
- Assist with the coordination of clinics to ensure effective time management and utilisation
- Ensure that telephone enquiries, personal contact or correspondence is dealt with within agreed time limits and appropriate action is taken.
- Work with medical, nursing, directorate, secretarial and clerical staff to promote the efficiency of patient care
- Contribute to feedback in the management of waiting lists, compilation of data and other management information as requested.
- Ensure Trust and departmental policies are adhered to and contribute to changes and/or reviews of policies and procedures.
- Provide general admin services including photocopying, filing, updating agendas/ minutes and diary management.
- Ensure that relevant health records are available to medical staff when required and anticipate demand wherever possible
- Liaise with other hospital departments, GPs and other health care agencies when required
- The post holder will be expected to use computer systems where appropriate, including email system, the internet and intranet and other office systems in accordance with Trust policies
- Provide cross cover within team during absence.
Person Specification
Education, Training & Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English or equivalent.
Desirable
- NVQ3, RSA3 or equivalent experience or qualifications.
Knowledge and Experience
Essential
- Knowledge of RTT & Pathways in line with NHS England
- Very good written and verbal communication skills
- Courteous, tactful and efficient telephone manner
- Proficient in Microsoft packages including Word and Outlook
- Experience of working in a busy office environment
- Planning and organisational skills to plan straightforward tasks, some ongoing, arranging meetings, arrange diary
- Advanced keyboard skills
- Analytical and judgement skills for problem solving
- Work well as part of a team
Desirable
- NHS Experience
- Camis & E-referral Experience
Skills, Key Competencies/Personal Qualities and Attributes
Essential
- Developed attention to detail and accuracy
- Ability to cope under pressure and meet deadlines
- Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required
- Able to maintain confidentiality at all times
- Self-motivated
- Ability to use own initiative
- Must be able to understand the needs of patients and deal with them with tact and sensitivity
Person Specification
Education, Training & Qualifications
Essential
- Minimum 3 GCSE at Grade C or above, including English or equivalent.
Desirable
- NVQ3, RSA3 or equivalent experience or qualifications.
Knowledge and Experience
Essential
- Knowledge of RTT & Pathways in line with NHS England
- Very good written and verbal communication skills
- Courteous, tactful and efficient telephone manner
- Proficient in Microsoft packages including Word and Outlook
- Experience of working in a busy office environment
- Planning and organisational skills to plan straightforward tasks, some ongoing, arranging meetings, arrange diary
- Advanced keyboard skills
- Analytical and judgement skills for problem solving
- Work well as part of a team
Desirable
- NHS Experience
- Camis & E-referral Experience
Skills, Key Competencies/Personal Qualities and Attributes
Essential
- Developed attention to detail and accuracy
- Ability to cope under pressure and meet deadlines
- Ability to communicate with all levels of staff including Clinicians, junior medical staff, practitioners, Managers and others as required
- Able to maintain confidentiality at all times
- Self-motivated
- Ability to use own initiative
- Must be able to understand the needs of patients and deal with them with tact and sensitivity
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).
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