Job summary
The post holder will provide essential clerical and administrative support to ensure the smooth and efficient running of the department. Working as part of a busy hospital team, the role involves maintaining accurate records, managing correspondence, inputting and updating patient information on relevant systems and asissting with the coordination of appointments and clinical activity.
The post holder will act as a first point of contact for patients, relatives and staff, providing a courteous service at all times.
The role requires strong attention to detail, and be committed to maintaining confidentiality and data protection standards. The post holder will be expected to work flexibly, liaise effectively with colleagues across teams and contribute to the overall efficiency of the service.
Main duties of the job
- Maintain accurate patient records and update relevant hospital systems (EPR, Bluespier, Writeback)
- Manage correspondence, filing, scanning and other general office tasks.
- Handle telephone and face to face enquiries in a professional and courteous manner.
- Schedule and co ordinate appointments.
- Ensure compliance with data protection, confidentiality and hospital policies at all times.
- Liaise effectively with other teams and departments to ensure smooth workflows.
- Contribute to the overall efficiency and quality of service delivery.
- Participate in training and development as required to remain competence in role.
About us
Calderdale and Huddersfield NHS Foundation Trust aims to design and implement services, policies and measures that meet the diverse needs of our service, population and workforce, ensuring that none are placed at a disadvantage over others. We therefore aim to ensure that in both employment and services no individual is discriminated against by reason of their gender, race, disability, age, sexual orientation, religion or religious/philosophical belief or marital status.
Job description
Job responsibilities
- To ensure any clinic letters / documentation is scanned into the correct patient record in a timely manner.
- To be responsible for contacting patients by telephone to remind them of pending appointments and to cancel change or re book accordingly, where possible re-negotiating of appointments resulting from a hospital/patient-initiated cancellation.
- To be aware of waiting times to ensure that appointments are rearranged to appropriate timescales to meet with the 18-week referral to treatment pathways.
- maintain accurate and up to date patient records on electronic and paper systems.
- Ensure all documentation complies with confidentiality, data protection and hospital policies.
- Prepare, collate and distribute documents and reports as required.
- Support scheduling and coordination of patient appointments.
- Work collaboratively to ensure service standards are maintained.
- Strong organisational skills and attention to detail.
- Ability to priorities and work under pressure.
- Good communication skills, both written and verbal.
- Ability to work independantly and as part of a team.
- To carry out general word processing and computer duties.
Job description
Job responsibilities
- To ensure any clinic letters / documentation is scanned into the correct patient record in a timely manner.
- To be responsible for contacting patients by telephone to remind them of pending appointments and to cancel change or re book accordingly, where possible re-negotiating of appointments resulting from a hospital/patient-initiated cancellation.
- To be aware of waiting times to ensure that appointments are rearranged to appropriate timescales to meet with the 18-week referral to treatment pathways.
- maintain accurate and up to date patient records on electronic and paper systems.
- Ensure all documentation complies with confidentiality, data protection and hospital policies.
- Prepare, collate and distribute documents and reports as required.
- Support scheduling and coordination of patient appointments.
- Work collaboratively to ensure service standards are maintained.
- Strong organisational skills and attention to detail.
- Ability to priorities and work under pressure.
- Good communication skills, both written and verbal.
- Ability to work independantly and as part of a team.
- To carry out general word processing and computer duties.
Person Specification
Qualifications/ Training
Essential
- GSCE English grade 3 -9, (A*-D, or equivalent), GCSE Mathematics grade 3 - 9, (A*-D, or equivalent)
- ECDL or Microsoft package training or significant experience with IT
KNOWLEDGE, EXPERIENCE & EXPERTISE
Essential
- Experience using various administrative computer systems
- Good organisational skills and able to prioritise workload and work to deadlines
- Experience of working within in a customer focused setting, office/admin environment
- Motivation to develop the roles and themselves
Desirable
- Knowledge of EPR / E-Referral (ERS) and 18 week RTT pathway
COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential
- Ability to work on own and as part of a team
- Ability to demonstrate excellent communication skills
- Ability to work quickly and accurately
- Good oral, verbal and written communication skills
Person Specification
Qualifications/ Training
Essential
- GSCE English grade 3 -9, (A*-D, or equivalent), GCSE Mathematics grade 3 - 9, (A*-D, or equivalent)
- ECDL or Microsoft package training or significant experience with IT
KNOWLEDGE, EXPERIENCE & EXPERTISE
Essential
- Experience using various administrative computer systems
- Good organisational skills and able to prioritise workload and work to deadlines
- Experience of working within in a customer focused setting, office/admin environment
- Motivation to develop the roles and themselves
Desirable
- Knowledge of EPR / E-Referral (ERS) and 18 week RTT pathway
COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential
- Ability to work on own and as part of a team
- Ability to demonstrate excellent communication skills
- Ability to work quickly and accurately
- Good oral, verbal and written communication skills
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
Huddersfield
Maxillofacial Departmetn, Acre Street, Lindley
Huddersfield
HD3 3EA
Employer's website
https://www.cht.nhs.uk (Opens in a new tab)
