Job summary
This role support to deliver a comprehensive reception, administrative, and clerical service that supports the multidisciplinary team in providing patient care within the department. Additionally, to offer a welcoming and professional front-of-house experience for all patients and their families receiving care at The Princess Alexandra Hospital.
Main duties of the job
Deliver a professional, customer-focused reception service for patients attending clinical services across all Princess Alexandra NHS Trust sites and reception areas, as required.
Provide accurate and timely appointment booking for admissions, discharges, and follow-up outpatient appointments.
Act as the first point of contact and public face of the Trust for patients attending for clinical treatment.
Uphold the Trusts professionalism while maintaining patient privacy and dignity at all times.
Offer patients a warm, friendly, and helpful welcome, explaining the next steps in their care journey and addressing any delays calmly and reassuringly.
About us
The Princess Alexandra Hospital NHS Trust (PAHT) is proud to care for the communities of West Essex, delivering safe, compassionate, and high-quality services. We are part of the Neighbourhood Wave; a national programme thats changing how care is delivered by focusing on prevention, early support, and more joined-up services across health, social care, and the voluntary sector.
This means were working more closely with local partners to bring care closer to home and support people to live healthier, more independent lives.
Were a supportive and inclusive organisation that values its people. We offer development opportunities, flexible working, and a strong focus on wellbeing. As a Disability Confident and equal opportunities employer, we welcome applicants from all backgrounds and experiences.
Join us and help shape the future of care in West Essex.
Job description
Job responsibilities
- Support ward staff with all administrative tasks.
- Ensure booking processes are completed accurately and promptly, including clinic outcome forms, reconciliations, and end-of-day procedures.
- Record all patient activity on the ward promptly and accurately as movements occur.
- Maintain and electronically track patient case notes in line with Trust policies, ensuring investigation results are signed and filed correctly. Keep notes trolleys tidy and organized.
- Monitor completion of discharge summaries by junior medical staff to ensure timely communication with GPs, escalating non-compliance to the ward manager.
- Ensure discharge communications reach the correct GP surgery, resolving queries such as missing or illegible documents and updating GP details on Trust systems as needed.
- Participate in discharge planning by liaising with external agencies (e.g., Social Services, District Nurses) and filing documentation according to agreed processes.
- Arrange patient transport to other hospitals or home promptly and accurately.
- Redirect mail to the correct location.
- Order ward stationery and non-stock supplies, including patient leaflets, under the direction of the Ward Manager, maintaining adequate stock levels.
- Admit and discharge patients using the Trust’s Electronic Patient Record system.
- Organize patient meals and appointments as appropriate.
- Report equipment and IT issues promptly, following up to ensure resolution and escalating to the nurse in charge when necessary.
- Provide reception cover for the ward as required.
- Handle incoming telephone calls professionally, taking messages and seeking assistance when needed.
- Liaise with internal departments and external agencies (Admissions, Medical Records, Transport, etc.) to facilitate timely discharges.
- Report health and safety concerns to the nurse in charge and escalate maintenance issues to Estates.
- Support quality improvement initiatives within the service.
- Maintain tidiness in storage areas and ensure confidentiality of staff and patient information in line with Trust policies.
- Communicate with patients, relatives, and staff in a sympathetic and sensitive manner.
Job description
Job responsibilities
- Support ward staff with all administrative tasks.
- Ensure booking processes are completed accurately and promptly, including clinic outcome forms, reconciliations, and end-of-day procedures.
- Record all patient activity on the ward promptly and accurately as movements occur.
- Maintain and electronically track patient case notes in line with Trust policies, ensuring investigation results are signed and filed correctly. Keep notes trolleys tidy and organized.
- Monitor completion of discharge summaries by junior medical staff to ensure timely communication with GPs, escalating non-compliance to the ward manager.
- Ensure discharge communications reach the correct GP surgery, resolving queries such as missing or illegible documents and updating GP details on Trust systems as needed.
- Participate in discharge planning by liaising with external agencies (e.g., Social Services, District Nurses) and filing documentation according to agreed processes.
- Arrange patient transport to other hospitals or home promptly and accurately.
- Redirect mail to the correct location.
- Order ward stationery and non-stock supplies, including patient leaflets, under the direction of the Ward Manager, maintaining adequate stock levels.
- Admit and discharge patients using the Trust’s Electronic Patient Record system.
- Organize patient meals and appointments as appropriate.
- Report equipment and IT issues promptly, following up to ensure resolution and escalating to the nurse in charge when necessary.
- Provide reception cover for the ward as required.
- Handle incoming telephone calls professionally, taking messages and seeking assistance when needed.
- Liaise with internal departments and external agencies (Admissions, Medical Records, Transport, etc.) to facilitate timely discharges.
- Report health and safety concerns to the nurse in charge and escalate maintenance issues to Estates.
- Support quality improvement initiatives within the service.
- Maintain tidiness in storage areas and ensure confidentiality of staff and patient information in line with Trust policies.
- Communicate with patients, relatives, and staff in a sympathetic and sensitive manner.
Person Specification
Qualifications
Essential
- GCSE English Grade C or above or equivalent
- Recent previous experience in administration
Desirable
- NVQ Level 3 in administration
Experience
Essential
- Customer service experience
- Keyboard skills & VDU skills
- Knowledge of data protection and confidentiality
Desirable
- Previous NHS clerical experience dealing with the public
- Experience of a specific electronic booking system
Person Specification
Qualifications
Essential
- GCSE English Grade C or above or equivalent
- Recent previous experience in administration
Desirable
- NVQ Level 3 in administration
Experience
Essential
- Customer service experience
- Keyboard skills & VDU skills
- Knowledge of data protection and confidentiality
Desirable
- Previous NHS clerical experience dealing with the public
- Experience of a specific electronic booking system
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.
