Job summary
The Outpatient Clinic Maintenance Administrator role is responsible for providing an efficient and streamlined administrative service to patients and customers of East Kent Hospitals University Foundation Trust. This post is responsible for organising and maintaining an effective system (paper based and electronic) service using the Patient Administration System (PAS). A high level of customer service skills for both internal and external staff and patients is paramount. Duties may include contact with front line service users, members of the public and other external stakeholders.
The post holder will be required to work across many IT systems to complete tasks. They will work closely with Care Groups across the Trust to cancel, add, amend clinics as instructed in line with Trust standards. Outpatient Clinic Maintenance Administrators are responsible for actioning requests received and updating/maintaining clinical systems. Often, they will set up short notice clinics for the next day and speed and accuracy is an essential requirement to allow our Assistant Administrators to ring the patients and book the slots to get the clinic filled and to give the patient as much notice as we can.
This post will involve working shifts between the hours of 8:00am - 18:30pm and weekends on rotation.
Main duties of the job
Please scroll down to access the full Job Description and Person Specification located in 'supporting documents'.
About us
We are one of the largest hospital trusts in England, with five hospitals and community clinics serving a local population of around 695,000 people.
Our vision is 'great healthcare from great people'. Everything we do is guided by our values: 'People feel cared for, safe, respected and confident that we are making a difference'.
We have a new way of working at East Kent Hospitals, called 'We care'. It's about empowering front line staff to lead improvements day-to-day. We're looking for compassionate people to be part of our improvement journey for the patients, families and carers we care for every day."
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Job description
Job responsibilities
Please scroll down to access the full Job Description and Person Specification located in 'supporting documents'.
Job description
Job responsibilities
Please scroll down to access the full Job Description and Person Specification located in 'supporting documents'.
Person Specification
Skills
Essential
- Understanding of 2WW & 18WW Pathway
- Computer Literature
- Ability to work under pressure and prioritise own workload
- Administrative/Office working experience
- Ability to pay attention to detail and accurate data recording
Desirable
- Knowledge of PAS and Datix reporting
- Experience of handling inbound and outbound calls
- Experience of managing a team
Personal Attributes
Essential
- GCSE A-C English, Maths & ICT
- Experience of working within a team
- Ability to communicate clearly, verbally and non-verbally
- Willingness to help the team
Desirable
- Previous experience of working within a busy environment.
- Relevant previous NHS experience
Experience
Essential
- Ability to effectively communicate with patients, colleagues and all service users, both written and verbally.
- Ability to work effectively in a busy team, adjust to change and motivate others.
- Ability to work under pressure and meet deadlines whilst maintaining a high standard of accuracy.
Desirable
- Knowledge of NHS and minimum of 2 years' experience of using a Patient Administration System (PAS).
- Working knowledge of Outpatient booking procedures and NHS standards.
Person Specification
Skills
Essential
- Understanding of 2WW & 18WW Pathway
- Computer Literature
- Ability to work under pressure and prioritise own workload
- Administrative/Office working experience
- Ability to pay attention to detail and accurate data recording
Desirable
- Knowledge of PAS and Datix reporting
- Experience of handling inbound and outbound calls
- Experience of managing a team
Personal Attributes
Essential
- GCSE A-C English, Maths & ICT
- Experience of working within a team
- Ability to communicate clearly, verbally and non-verbally
- Willingness to help the team
Desirable
- Previous experience of working within a busy environment.
- Relevant previous NHS experience
Experience
Essential
- Ability to effectively communicate with patients, colleagues and all service users, both written and verbally.
- Ability to work effectively in a busy team, adjust to change and motivate others.
- Ability to work under pressure and meet deadlines whilst maintaining a high standard of accuracy.
Desirable
- Knowledge of NHS and minimum of 2 years' experience of using a Patient Administration System (PAS).
- Working knowledge of Outpatient booking procedures and NHS standards.
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).
