Outpatient Administrator

Hertfordshire Partnership University NHS Foundation Trust

This job is now closed

Job summary

An opportunity has arisen for a Reception/Outpatient Administrator to join the Trust's Community Mental Health Services Team, based at Centenary House in Hitchin.

The successful candidate will contribute to the provision of a comprehensive, efficient and effective administrative service. To work alongside the current outpatient receptionist in dealing with service users and visitors to HPFT, at front of house reception. To provide support to the team leaders and clinical staff with day to day administration tasks, including clinic appointment letters, appointment diary administration, room bookings and on-going database management, using the Trust's systems. The role will involve some financial responsibility for appointeeship money for service users.

The post holder will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work. To undertake non-routine duties without direct supervision, working within broad procedural guidelines.

Applicants must demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing is essential. This is a busy and varied role responsible for all aspects of reception/administration and will involve daily face to face service user contact, so good interpersonal skills are required.

Main duties of the job

To work as part of a Team and to be responsible for the administration of outpatient clinics, liaising with doctors, service users and professional staff on an ongoing basis. Duties include responsibility for managing outpatient appointments on the Electronic Patient Records (Paris) as per the Booking & Choice Policy; Inputting all relevant clinical data: registering of patient details and continuous updating of patient records, booking all new and follow up clinic appointments and liaising closely with the team secretaries. To maintain a small switchboard and transfer calls throughout the unit; dealing with visitors to the Unit; distributing incoming mail and managing the outgoing mail; logging faults with Estates and ensuring that the reception area is kept tidy and a safe environment for all visitors.

All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

About us

Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.

Our family of over 3500 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.

The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:

Our Trust values are:

Welcoming. Kind. Positive. Respectful. Professional.

These values are at the core of who we are, everything we do, and how we do it!

Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?

Then please read on..."

Date posted

07 September 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year per annum, pro rata

Contract

Secondment

Working pattern

Full-time

Reference number

367-EAN-7462-A

Job locations

Centenary House

Grammar School Walk

Hitchin

SG5 1JN

Job description

Job responsibilities

Responsible for the smooth running of the Outpatient Clinics, generate correspondence to service users and ensure that all service users have follow-up appointments, if appropriate.
To ensure accurate data registered on EPR (Paris); to produce data for audits.
Responsible for ensuring that all visitors to the Unit and all telephone calls are dealt with promptly and in a professional manner; bearing in mind the need for confidentiality and the requirement to promote the Trusts corporate image

Job description

Job responsibilities

Responsible for the smooth running of the Outpatient Clinics, generate correspondence to service users and ensure that all service users have follow-up appointments, if appropriate.
To ensure accurate data registered on EPR (Paris); to produce data for audits.
Responsible for ensuring that all visitors to the Unit and all telephone calls are dealt with promptly and in a professional manner; bearing in mind the need for confidentiality and the requirement to promote the Trusts corporate image

Person Specification

Skills/Experience

Essential

Proven work experience as a Customer Services/Receptionist/Front Office representative or similar role
Professional attitude and the ability to use discretion & initiative
Good written and verbal communication skills
Excellent typing/keyboard skills
Competency in Microsoft applications, including Word, Outlook & Excel
Evidence of Good organisational skills

Desirable

Consideration will be given to individual having an understanding of mental health or medical terminology

Qualifications

Essential

Good level of education/GCSE incl. English Language/ Numeracy
ECDL or equivalent
NVQ II or equivalent, or a willingness to work towards this qualification
Any relevant degrees/courses

Person Specification

Skills/Experience

Essential

Proven work experience as a Customer Services/Receptionist/Front Office representative or similar role
Professional attitude and the ability to use discretion & initiative
Good written and verbal communication skills
Excellent typing/keyboard skills
Competency in Microsoft applications, including Word, Outlook & Excel
Evidence of Good organisational skills

Desirable

Consideration will be given to individual having an understanding of mental health or medical terminology

Qualifications

Essential

Good level of education/GCSE incl. English Language/ Numeracy
ECDL or equivalent
NVQ II or equivalent, or a willingness to work towards this qualification
Any relevant degrees/courses

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.