Job summary
Provide administrative support to the National Artificial Eye Service, ensuring an efficient and effective appointment, reception and clinic service to all NAES patients.
Act as the main link between the Production Laboratory and the 18 main base centres that make up the Service
Provide ongoing administrative support to all Orbital Prosthetists as and when required.
There is no sponsorship for this role (it is not a skills shortage within the NHS).
Main duties of the job
Maintain accurate patient registration and appointment booking records using EMIS Community Web system
Despatch patient information data to allocated clinics within Service guidelines.
Receive and check, to Quality Assurance requirements, all orders for production laboratory; referring non-conforming items for inspection
Check and despatch, to Quality Assurance requirements, all prostheses within designated time scales, subsequently entering despatch data on EMIS Community Web system
Deal with manufacturing queries referred by Production & Quality Manager and technicians and record non-conforming order details onto system before return of same to Orbital Prosthetist.
Deal politely and professionally with telephone enquiries from hospitals and other outside bodies and arrange appropriate action.
About us
BTH is part of the Lancashire & South Cumbria NHS Collaborative, therefore all roles will be required to support system wide working across the Lancashire & South Cumbria regions.
Job description
Job responsibilities
- Deal politely, efficiently and professionally with all patients and visitors at all times, in accordance with Trust policies.
- Register all new referrals on the day of receipt onto EMIS Community Web system. In addition, ensure that all demographic details are accurate. Use National Care Records system to confirm eligibility for NHS treatment.
- Plan clinics in conjunction with the Orbital Prosthetists itineraries following the working instructions and procedures laid down in the NAES Admin Training Documentation and Job Plans provided by Clinical Services Manager
- Organise appointments for patients in liaison with relevant bodies and with due regard to priorities and efficient running of clinics.
- Ensure that appointment records are input efficiently and accurately.
- Ensure that all bookings are made in accordance with agreed protocols, involving patients and providing choice wherever possible.
- Maintain EMIS Community Web system, process correspondence and ensure that all clinic and patient activity and change of patient details are dealt with on a prompt and frequent basis.
- Collate and maintain up to date waiting lists and provide statistical information as required.
- Notify patients, transport authorities and hospitals in the event of cancellation or changed clinic arrangements.
- Monitor work in the Production Laboratory and ensure subsequent appointments are agreed with patients to avoid any delay in fitting of their prostheses.
- Scan historic paper patient records onto EMIS Community Web system and ensure patients are assigned to correct clinic location.
- Provide assistance to infirm patients when required on their arrival to, and departure from, NAES Blackpool clinic.
- Maintain an up-to-date record of all relevant outlying clinics, including contact names and telephone numbers, to be used in the event of last-minute clinic cancellations.
Job description
Job responsibilities
- Deal politely, efficiently and professionally with all patients and visitors at all times, in accordance with Trust policies.
- Register all new referrals on the day of receipt onto EMIS Community Web system. In addition, ensure that all demographic details are accurate. Use National Care Records system to confirm eligibility for NHS treatment.
- Plan clinics in conjunction with the Orbital Prosthetists itineraries following the working instructions and procedures laid down in the NAES Admin Training Documentation and Job Plans provided by Clinical Services Manager
- Organise appointments for patients in liaison with relevant bodies and with due regard to priorities and efficient running of clinics.
- Ensure that appointment records are input efficiently and accurately.
- Ensure that all bookings are made in accordance with agreed protocols, involving patients and providing choice wherever possible.
- Maintain EMIS Community Web system, process correspondence and ensure that all clinic and patient activity and change of patient details are dealt with on a prompt and frequent basis.
- Collate and maintain up to date waiting lists and provide statistical information as required.
- Notify patients, transport authorities and hospitals in the event of cancellation or changed clinic arrangements.
- Monitor work in the Production Laboratory and ensure subsequent appointments are agreed with patients to avoid any delay in fitting of their prostheses.
- Scan historic paper patient records onto EMIS Community Web system and ensure patients are assigned to correct clinic location.
- Provide assistance to infirm patients when required on their arrival to, and departure from, NAES Blackpool clinic.
- Maintain an up-to-date record of all relevant outlying clinics, including contact names and telephone numbers, to be used in the event of last-minute clinic cancellations.
Person Specification
Education & Qualification
Essential
- Good level of basic education to include GCSE maths and English, NVQ level 2, or evidence of administrative knowledge and skills equivalent to level of qualification
Desirable
- NVQ 3 Team Leadership or Business Administration or Customer care or equivalent experience
Experience & Knowledge
Essential
- Good knowledge and understanding of reception / office procedures
- Experience of working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
- Experience of using Trust IT systems
- Experience of working in Healthcare
Skills & Ability
Essential
- Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Advanced keyboard / IT skills Including audio typing
- Ability to manage and prioritise own and other's workload and use own initiative
- Good organisation skills and ability to multitask
- Good time management skills
- Ability to maintain relevant recording and information systems
- Ability to deal professionally with enquiries from staff, service users and stakeholders
- Ability to problem solve
- Understand confidentiality and apply the principles in every day working practice
- Work effectively and flexibly as part of a team to meet the needs of the services
Desirable
- Ability to take and transcribe notes of meetings in a timely manner
Person Specification
Education & Qualification
Essential
- Good level of basic education to include GCSE maths and English, NVQ level 2, or evidence of administrative knowledge and skills equivalent to level of qualification
Desirable
- NVQ 3 Team Leadership or Business Administration or Customer care or equivalent experience
Experience & Knowledge
Essential
- Good knowledge and understanding of reception / office procedures
- Experience of working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
- Experience of using Trust IT systems
- Experience of working in Healthcare
Skills & Ability
Essential
- Excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Advanced keyboard / IT skills Including audio typing
- Ability to manage and prioritise own and other's workload and use own initiative
- Good organisation skills and ability to multitask
- Good time management skills
- Ability to maintain relevant recording and information systems
- Ability to deal professionally with enquiries from staff, service users and stakeholders
- Ability to problem solve
- Understand confidentiality and apply the principles in every day working practice
- Work effectively and flexibly as part of a team to meet the needs of the services
Desirable
- Ability to take and transcribe notes of meetings in a timely manner
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).
