Admin and Clerical Officer, Band 3

Job description

Job responsibilities

- To manage administrative and clerical duties for the Countywide Hearing Services Clinical Staff. This includes dealing with referrals, monitoring waiting lists, and reporting data on RTT and 6 week diagnostic targets.

- To provide an appointment booking service for all Hearing Services users.

- To monitor and maintain all wait times within National Audiology targets.

- To liaise with the Office Team Leader and set up and populate clinics as needed, to achieve a balance between clinical priorities and wait time targets, in line with departmental processes and protocols.

- To manage all referrals for the Adult Direct Access service. This includes checking for appropriate referrals (liaise with GP and ENT) and prioritise as necessary, booking appointments.

- To support the management of Paediatric referrals to Hearing Services. This includes checking for appropriate referrals (liaise with GPs, ENT, Health Visitors, NHSP Team, and Paediatrics) and prioritise as necessary, booking appointments.

- To operate and maintain the Patient Administrative System (TrakCare), including ERS referrals, to send and order notes to and from Health Records (and other Hospital Departments).

- To operate and maintain the departmental patient management system (Auditbase) in line with departmental requirements.

- To deal with telephone enquiries from the public (many of whom are hard of hearing / deaf), responding to questions relating to appointment availability, waiting times, and all services offered by the department such as Tinnitus, Paediatrics, Diagnostics and Rehabilitation services.

- To support telephone enquiries from colleagues in the department or trust and externally from GPs, or other hospitals.

- To participate in the Audiology Team meetings.

- To participate in any Audit programme undertaken by the department.

Person Specification

Qualifications, Knowledge and Experience

Essential

• Good standard of education, including English.
• Demonstrate knowledge / Training of Trust IT systems to support service administration and patient data management.
• Excellent communication and interpersonal skills
• Able to work as part of a team
• Acts as a role model and can lead by example to ensure the Trust's values and behaviours are reinforced throughout their area of practice.
• Self-motivated and able to work under own initiative and prioritise workload
• Experience of booking patients on the Trust patient management system
• Customer focused
• Enthusiastic and self-aware
• Creative and Flexible
• Resilient under pressure
• Reliable, Adaptable and Dependable

Desirable

• Demonstrate qualifications in IT systems and Microsoft Office Suite.
• Knowledge of National Audiology wait time targets
• Experience in working with hearing aid users
• Experience in telephony

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.

Employer details

Employer name

Gloucestershire Hospitals NHS Foundation Trust

Address

Gloucestershire Hospitals NHS Foundation Trust

Great Western Road

Gloucester

GL1 3NN

Employer's website

https://www.gloshospitals.nhs.uk/ (Opens in a new tab)