Job summary
Medical Administrator- Community Paediatrics, Band 3 (30 hours a week - Based at Cheltenham General Hospital)
This vacancy is based at Battledown Outpatients- CGH
The post-holder will provide an efficient, confidential and professional support service to the specialist team. This will include administration support to enable provision of patient care and specialist services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high quality service for patients and clinicians. The post-holder will be expected to work as part of the Administrative Support Team and will report to the Community Paediatric Administration Lead
Working pattern to be decided following interview
Main duties of the job
KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- NVQ level three in administration or equivalent experience. Appropriate experience in a hospital or office environment
- IT experience of Microsoft Office packages
- IT capable to ensure proficient use of hospital computer systems
- An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls
- Proven organisational skills with the ability to prioritise workload and to work to deadlines
- Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar
- Good interpersonal skills for dealing with people internal and external to the organisation
- Ability to work flexibly within a team
- Ability to work quickly and accurately
-Ability to use own judgement and initiative as appropriate
Previous Paediatric experience is beneficial
About us
We are a very busy department who needs an energetic, but exceptionally organised person to join our team. If you like to be kept busy, enjoy variety and have good attention to detail whilst working under pressure, this will be the ideal role for you.
We are looking to recruit an enthusiastic and highly motivated person (Band 3), who is committed, demonstrates loyalty and is prepared to work hard when necessary to complete all tasks required. Experience in the NHS is desirable, but a willingness to learn and be adaptable is essential.
In return, we can offer you a job where you are valued in supporting our team and making a difference to patients
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
Job description
Job responsibilities
KEY RESULT AREAS
Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:
Referrals, Booking and Clinic Prep
- Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence
- Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity
- Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner
Transcription
- Preparing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Administration Lead.
Outcomes and Results
-Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action
Specialty Specific Support
- Regularly informing the Administration Lead about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinician or Administration Lead.
- Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.
- Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc
Job description
Job responsibilities
KEY RESULT AREAS
Whilst the organisation and structure within specialities/divisions may vary the specific remit of this role will include:
Referrals, Booking and Clinic Prep
- Booking follow-up appointments as requested by the clinical team if appropriate, including negotiation of dates with the patient and creating correspondence
- Ensuring that any vacant slots are fully utilised and acted upon, including informing the Booking Office, to maximise capacity
- Ensuring that arrangements are made that achieve the Trust targets and are reflected on IT systems in a timely manner
Transcription
- Preparing correspondence to patients, GPs, medical staff and any other required addressee following clinical attendance or other patient contacts as directed by the Administration Lead.
Outcomes and Results
-Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action
Specialty Specific Support
- Regularly informing the Administration Lead about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc
- Diary management, including making appointments, booking meeting dates and venues, organising and distributing paperwork as required by the clinician or Administration Lead.
- Supporting consultant staff with their additional responsibilities, such as clinical governance, Clinical Tutor role, etc. This may include setting up training days, teaching sessions, organising visitors, etc.
- Liaising with external organisations for the benefit and progress of patient care, such as Social Services, other hospitals, etc
Person Specification
Experience
Essential
- Appropriate experience of working in a busy office
- Previous experience of dealing with members of the public
Desirable
- Previous medical secretary/hospital experience
Knowledge/ Skills
Essential
- Excellent verbal and written communication skills with good command and understanding of English, punctuation and grammar
- Good organisational skills
- Working knowledge of Microsoft Office including Word, Excel and Outlook
Desirable
- Knowledge of NHS systems Trak/PAS/PACS/Infoflex
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- IT experience of Microsoft Office packages
Person Specification
Experience
Essential
- Appropriate experience of working in a busy office
- Previous experience of dealing with members of the public
Desirable
- Previous medical secretary/hospital experience
Knowledge/ Skills
Essential
- Excellent verbal and written communication skills with good command and understanding of English, punctuation and grammar
- Good organisational skills
- Working knowledge of Microsoft Office including Word, Excel and Outlook
Desirable
- Knowledge of NHS systems Trak/PAS/PACS/Infoflex
Qualifications
Essential
- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy
- IT experience of Microsoft Office packages
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.
