Job summary
An opportunity has arisen for a Receptionist/Outpatient Administrator to join the Trust's Community Mental Health Services Team, based at Rosanne House, Welwyn Garden City.
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, appointment diary administration, room bookings and on-going database management, using the Trust's systems. The role will involve some financial responsibility for client finances.
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 very 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.
Please read the Job Description & Persons Specification
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); Inputting all relevant clinical data: registering of patient details and continuous updating of patient records, 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 a tidy and safe environment for all visitors.
About us
Hertfordshire Partnership University NHS Foundation Trustare one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission
Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
About us - Hertfordshire NHS Partnership Trust
Heard. Respected. Included. Together, we help people with mental ill-health, learning disabilities and autism to live life to the fullest. We work throughout Hertfordshire, Buckinghamshire, Norfolk...https://www.hertsnhsgreattogether.co.uk/
Job description
Job responsibilities
- Responsible for the smooth running of the outpatient clinics from the reception desk, providing support to clinicians holding clinics.
- To ensure accurate data registered on EPR (Paris); to produce data for audits when asked to do so.
- 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
- Responsible for the management of a web-based Room Bookings system;
- To manage the outcomes of the clinics for the teams and record outcomes onto Paris (EPR). Training will be provided.
- Diary management for and during outpatient clinics
- answer all incoming calls and dealing with queries appropriately.
- manage all incoming and outgoing mail to the unit.
- Responsibility for the tidiness of reception areas and clinical spaces.
- Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology.
- To use knowledge and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.
- To update skills and attend the necessary mandatory training.
- To demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing is essential.
- To keep Appointeeship monies up to date and accurate.
- Reporting maintenance and cleaning issues to the Helpdesk and recording accurate job references; reporting major issues to the Site Manager
- the management of personal alarms and ensuring that these are always charged regularly.
Job description
Job responsibilities
- Responsible for the smooth running of the outpatient clinics from the reception desk, providing support to clinicians holding clinics.
- To ensure accurate data registered on EPR (Paris); to produce data for audits when asked to do so.
- 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
- Responsible for the management of a web-based Room Bookings system;
- To manage the outcomes of the clinics for the teams and record outcomes onto Paris (EPR). Training will be provided.
- Diary management for and during outpatient clinics
- answer all incoming calls and dealing with queries appropriately.
- manage all incoming and outgoing mail to the unit.
- Responsibility for the tidiness of reception areas and clinical spaces.
- Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology.
- To use knowledge and experience to meet the needs of the teams by completing non-routine tasks on a daily basis.
- To update skills and attend the necessary mandatory training.
- To demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing is essential.
- To keep Appointeeship monies up to date and accurate.
- Reporting maintenance and cleaning issues to the Helpdesk and recording accurate job references; reporting major issues to the Site Manager
- the management of personal alarms and ensuring that these are always charged regularly.
Person Specification
Education/Qualification
Essential
- Good level of education/GCSE incl. English Language/ Numeracy
- ECDL or equivalent.
- NVQ II or equivalent, or willing to work towards this qualification
- RSA II or equivalent, or willing to work towards this qualification
Skills & Knowledge
Essential
- Knowledge of office procedures, Good language skills;
- Proficiency in the use of Outlook, Word & Excel/knowledge of EPR Systems;
- Evidence of good organisational skills; prioritising a workload, particularly under pressureithin agreed guidelines
- Excellent communication skills:: Customer focused/Reception based.
- Evidence of exercising initiative, tact and judgement/ Decision making.
- Appreciation of confidentiality/Confidentiality Act
- Evidence of Team work/Team tasks undertaken.
- Knowledge of the Trust Values and behaviours, Kind, Welcoming, Positive, Respectful and Professional
Desirable
- Keyboard skills to a high level
Skills
Essential
- Good English language/written skills
Desirable
- Evidence of Customer Service/Reception skills
- Keyboard skills/Additional skills appropriate to the post
- Ability to use discretion
Communication Skills
Essential
- Evidence of effective communication under pressure
- Ability to deal with challenging behaviour/barriers to communication
Desirable
- Additional communication skills appropriate to the post
Person Specification
Education/Qualification
Essential
- Good level of education/GCSE incl. English Language/ Numeracy
- ECDL or equivalent.
- NVQ II or equivalent, or willing to work towards this qualification
- RSA II or equivalent, or willing to work towards this qualification
Skills & Knowledge
Essential
- Knowledge of office procedures, Good language skills;
- Proficiency in the use of Outlook, Word & Excel/knowledge of EPR Systems;
- Evidence of good organisational skills; prioritising a workload, particularly under pressureithin agreed guidelines
- Excellent communication skills:: Customer focused/Reception based.
- Evidence of exercising initiative, tact and judgement/ Decision making.
- Appreciation of confidentiality/Confidentiality Act
- Evidence of Team work/Team tasks undertaken.
- Knowledge of the Trust Values and behaviours, Kind, Welcoming, Positive, Respectful and Professional
Desirable
- Keyboard skills to a high level
Skills
Essential
- Good English language/written skills
Desirable
- Evidence of Customer Service/Reception skills
- Keyboard skills/Additional skills appropriate to the post
- Ability to use discretion
Communication Skills
Essential
- Evidence of effective communication under pressure
- Ability to deal with challenging behaviour/barriers to communication
Desirable
- Additional communication skills appropriate to the post
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.
