Job summary
This post will be working within the Obstetrics & Gynaecology Service based at Calderdale Royal Hospital for the Women's Directorate. The Obstetrics & Gynaecology services at CHFT is a busy service providing diagnostic, therapeutic and screening appointments. The team are responsible for the management of patients awaiting outpatient appointments, booking, cancelling, and rescheduling appointments in line with service need, providing clear communication to patients.
The post holder will be required to work across the department where required and will also be responsible for a range of general admin duties including typing of clinic and result letters.
The role is to act as a link between the Medical Secretaries ensuring all communication is passed on accurately whilst upholding confidentiality.
Main duties of the job
- Booking appointments - face to face, telephone, virtual.
- Triaging patients to determine appointment selection.
- Answering and making calls: taking and solving queries
- Managing the appointments waiting lists
- Managing incoming mail, emails
- Documenting clearly and accurately in patient medical records
- Working closely with other departments internal and externally
About us
Womens Services are looking for an enthusiastic, highly motivated individual to provide administrative support within their secretarial , patient pathway and booking teams based at Calderdale Royal Hospital
The successful applicant must be able to work as an effective member of a multidisciplinary team, possess good interpersonal, communication skills and have a good standard of education.
You will be required to undertake a wide variety of work, including arranging patient appointments, administration duties of both a routine and complex nature and support with typing.
The successful applicant must possess Microsoft knowledge and level 2 Business & Administration/ Customer service or equivalent.
A sense of humour, self-motivation and the ability to work in a pressurised environment is essential whilst maintaining accuracy, as is the ability to work unsupervised.
Job description
Job responsibilities
To act as a link between the Medical Secretaries ensuring all communication is passed on accurately whilst upholding confidentiality
- Handling and receiving phone calls from patients and being able to assist them with a variety of enquiries including booking, rescheduling and cancelling appointments.
- Booking, cancelling and rescheduling appointments at the request of clinicians and services as well as being able to utilise relevant computer systems in order to ensure that patients are booked in priority order.
- To answer patient calls and queries in a courteous and timely manner within a busy office environment.
- To be aware of outpatient waiting times for all services to ensure that appointments are rearranged to appropriate timescales to meet the 18-week referral to treatment pathways.
- Dealing with telephone, written, verbal and electronic enquires from external and internal sources.
- To proactively ensure that all information held on electronic systems is correct and up to date.
- To be responsible for contacting patients by telephone to remind them of pending appointments, changes and cancellations where possible re-negotiating appointments resulting from a hospital/patient-initiated cancellations.
- To be able to prioritise workloads and have the ability to work under pressure maintaining accuracy and meeting deadlines.
- Typing of letters from outpatient clinics and any other general correspondence where necessary.
- Clerical tasks as required, ie photocopying, scanning, answering telephones etc, to support team members.
- To ensure that all equipment such as computers, printers, etc which are used, are in working order, contacting the relevant department/personnel if they are not.
- To be able to work on own initiative and make decisions within written guidelines, sometimes without reference to others
Undertake any other ad hoc duties as requested by the Team Leader or Divisional Administration Team.
Job description
Job responsibilities
To act as a link between the Medical Secretaries ensuring all communication is passed on accurately whilst upholding confidentiality
- Handling and receiving phone calls from patients and being able to assist them with a variety of enquiries including booking, rescheduling and cancelling appointments.
- Booking, cancelling and rescheduling appointments at the request of clinicians and services as well as being able to utilise relevant computer systems in order to ensure that patients are booked in priority order.
- To answer patient calls and queries in a courteous and timely manner within a busy office environment.
- To be aware of outpatient waiting times for all services to ensure that appointments are rearranged to appropriate timescales to meet the 18-week referral to treatment pathways.
- Dealing with telephone, written, verbal and electronic enquires from external and internal sources.
- To proactively ensure that all information held on electronic systems is correct and up to date.
- To be responsible for contacting patients by telephone to remind them of pending appointments, changes and cancellations where possible re-negotiating appointments resulting from a hospital/patient-initiated cancellations.
- To be able to prioritise workloads and have the ability to work under pressure maintaining accuracy and meeting deadlines.
- Typing of letters from outpatient clinics and any other general correspondence where necessary.
- Clerical tasks as required, ie photocopying, scanning, answering telephones etc, to support team members.
- To ensure that all equipment such as computers, printers, etc which are used, are in working order, contacting the relevant department/personnel if they are not.
- To be able to work on own initiative and make decisions within written guidelines, sometimes without reference to others
Undertake any other ad hoc duties as requested by the Team Leader or Divisional Administration Team.
Person Specification
QUALIFICATIONS / TRAINING
Essential
- Math's and English GCSE or equivalent
- RSA II typing/word processing
- Audio typing
- Motivation to develop the role and themselves
Desirable
- Medical
- Customer focused training already undertaken
KNOWLEDGE, EXPERIENCE & EXPERTISE
Essential
- Experience working in a busy office environment (to deadlines and targets)
- Knowledge of software packages such as Word, Excel
Desirable
- Experience of working in an NHS environment
- Knowledge of EPR
- Experience of working with Winscribe digital dictation
COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential
- Excellent written and verbal communication skills
- Good organisational skills
- Experience using various administrative computer systems and good computer skills
- Good oral, verbal and written communication skills
- Able to work quickly and accurately
- Able to work on own and as part of a team
- To prioritise workload and work to deadlines
Person Specification
QUALIFICATIONS / TRAINING
Essential
- Math's and English GCSE or equivalent
- RSA II typing/word processing
- Audio typing
- Motivation to develop the role and themselves
Desirable
- Medical
- Customer focused training already undertaken
KNOWLEDGE, EXPERIENCE & EXPERTISE
Essential
- Experience working in a busy office environment (to deadlines and targets)
- Knowledge of software packages such as Word, Excel
Desirable
- Experience of working in an NHS environment
- Knowledge of EPR
- Experience of working with Winscribe digital dictation
COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential
- Excellent written and verbal communication skills
- Good organisational skills
- Experience using various administrative computer systems and good computer skills
- Good oral, verbal and written communication skills
- Able to work quickly and accurately
- Able to work on own and as part of a team
- To prioritise workload and work to deadlines
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
Calderdale and Huddersfield NHS Foundation Trust
Address
Calderdale & Huddersfield NHS Trust
Acre Street
Huddersfield
HD3 3EA
Employer's website
https://www.cht.nhs.uk (Opens in a new tab)
