Job summary
Theatre Receptionist
Band 2
Maternity Theatres, Whiston
20 hours per week, to be worked 8am-12pm Monday-Friday
We are looking to appoint a Theatre Receptionist to provide a comprehensive administration service to the Maternity Theatre Department at Whiston Hospital.
We are looking for an enthusiastic, committed person who can work both as an individual and also as part of a team with a flexible approach to duties. The successful candidate will be of a pleasant disposition, have excellent interpersonal skills and a friendly telephone manner.
The ideal candidate will have experience of using Microsoft Office software a good understanding of IT, and knowledge of the hospital systems is desirable, though full training will be given.
There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work on your own initiative.
Previous experience in a similar role is desirable but full training will be given.
Main duties of the job
Full cover of reception desk, meet and greet at all times
Answering telephone calls and dealing with queries for the department where appropriate or locating relevant member of staff.
Ensuring only staff who need to access Theatre go through reception.
Keep reception clean and tidy including laminating notices
Dispose of confidential waste in department
Maintain staff telephone records including major incident information
Arrange and record request for works through Maxims
Stationary levels maintained and stock ordered through SBS System
Deal with all incoming and outgoing mail. Ensure all outgoing post is sent out within 24 hours of signing.
Accurate and timely input of data onto information databases.
Ensuring all checklists forms are maintained for theatres and available for staff
Photocopying/faxing, general housekeeping of the office environment.
Attend appropriate training, meetings and education sessions at the request of manager.
Assist the Directorate in providing quality administrative support to the theatre clinical teams.
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
KEY DUTIES
Full cover of reception desk, meet and greet at all times
Answering telephone calls and dealing with queries for the department where appropriate or locating relevant member of staff. Ensuring only staff who need to access Theatre go through reception.
Keep reception clean and tidy including laminating notices Dispose of confidential waste in department
Maintain staff telephone records including major incident information Arrange and record request for works through Maxims
Stationary levels maintained and stock ordered through SBS System
Deal with all incoming and outgoing mail. Ensure all outgoing post is sent out within 24 hours of signing.
Accurate and timely input of data onto information databases.
Ensuring all checklists forms are maintained for theatres and available for staff Photocopying/faxing, general housekeeping of the office environment.
Attend appropriate training, meetings and education sessions at the request of manager.
Assist the Directorate in providing quality administrative support to the theatre clinical teams.
Type dictation from audio transcription of clinical correspondence and documentation.
Type discharge summaries as appropriate
Ensure appropriate follow up arrangements/investigations are in place. Liaise with relevant Personal Medical Secretary of Specialty accordingly
Ensure any actions required regarding 18 week / tertiary referrals are dealt with and actioned.
Ensure all letters and discharge summaries are copied to the appropriate professionals and other agencies.
Assist with collection of clinical data for audit and disseminate information to teams.
Work with managers and administrative staff to review working practices, ways of working and find solutions to problems.
Work with Team Leaders/Administration Service Mangers to improve quality and range of services, with resources being managed according to agreed policies and priorities.
Follow risk management procedures at all times including the identification, assessment and management of risk within the division.
To abide by all Trust policies and procedures.
Follow Standard Operating Procedures at all time
To be responsible for own professional/personal development, including participating in ongoing appraisal and personal development planning.
Any other ad hoc duties required by line manager to ensure the smooth running of the department.
SAFEGUARDING RESPONSIBILITIES
Comply with Trust Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust, this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents.
Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your Consultant. Type any medical reports for child protection cases as requested by the Consultant, nurse or junior medical staff. Arrange multi-professional meetings regarding child protection/child in need cases. Minute multi-professional meetings as necessary.
Know about the range of physical abuse, emotional abuse, neglect and sexual abuse.
Be able to recognise signs of abuse appropriate to role and what action to take
Know what to do if concerned that a child is being abused.
Know about the Trusts local policies/procedures.
Understand the importance of sharing information, how it can help and the dangers of not sharing information.
Be able to recognise signs of child abuse as this relates to their role. e.g observe inappropriate parenting, an unusually quiet and withdrawn child etc
Be able to seek advice and report concerns, ensuring that they are listened to.
Job description
Job responsibilities
KEY DUTIES
Full cover of reception desk, meet and greet at all times
Answering telephone calls and dealing with queries for the department where appropriate or locating relevant member of staff. Ensuring only staff who need to access Theatre go through reception.
Keep reception clean and tidy including laminating notices Dispose of confidential waste in department
Maintain staff telephone records including major incident information Arrange and record request for works through Maxims
Stationary levels maintained and stock ordered through SBS System
Deal with all incoming and outgoing mail. Ensure all outgoing post is sent out within 24 hours of signing.
Accurate and timely input of data onto information databases.
Ensuring all checklists forms are maintained for theatres and available for staff Photocopying/faxing, general housekeeping of the office environment.
Attend appropriate training, meetings and education sessions at the request of manager.
Assist the Directorate in providing quality administrative support to the theatre clinical teams.
Type dictation from audio transcription of clinical correspondence and documentation.
Type discharge summaries as appropriate
Ensure appropriate follow up arrangements/investigations are in place. Liaise with relevant Personal Medical Secretary of Specialty accordingly
Ensure any actions required regarding 18 week / tertiary referrals are dealt with and actioned.
Ensure all letters and discharge summaries are copied to the appropriate professionals and other agencies.
Assist with collection of clinical data for audit and disseminate information to teams.
Work with managers and administrative staff to review working practices, ways of working and find solutions to problems.
Work with Team Leaders/Administration Service Mangers to improve quality and range of services, with resources being managed according to agreed policies and priorities.
Follow risk management procedures at all times including the identification, assessment and management of risk within the division.
To abide by all Trust policies and procedures.
Follow Standard Operating Procedures at all time
To be responsible for own professional/personal development, including participating in ongoing appraisal and personal development planning.
Any other ad hoc duties required by line manager to ensure the smooth running of the department.
SAFEGUARDING RESPONSIBILITIES
Comply with Trust Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust, this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents.
Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your Consultant. Type any medical reports for child protection cases as requested by the Consultant, nurse or junior medical staff. Arrange multi-professional meetings regarding child protection/child in need cases. Minute multi-professional meetings as necessary.
Know about the range of physical abuse, emotional abuse, neglect and sexual abuse.
Be able to recognise signs of abuse appropriate to role and what action to take
Know what to do if concerned that a child is being abused.
Know about the Trusts local policies/procedures.
Understand the importance of sharing information, how it can help and the dangers of not sharing information.
Be able to recognise signs of child abuse as this relates to their role. e.g observe inappropriate parenting, an unusually quiet and withdrawn child etc
Be able to seek advice and report concerns, ensuring that they are listened to.
Person Specification
Qualifications
Essential
- RSA/OCR II or equivalent experience
- GSCE's grade A-C or equivalent
Knowledge & Experience
Essential
- Excellent IT skills with knowledge and experience of Microsoft Office products
- Experience of office procedures
Desirable
- Knowledge of Medical Terminology
- Previous Experience within the NHS
Skills
Essential
- Word Processing skills
- Self-motivated and able to work with limited supervision
- Able to use own initiative and manage/prioritise own workload
- Excellent communication skills
- Ability to accurately maintain computerised and manual filing/documentation system
- Ability to work as part of a team
Desirable
- Audio typing skills
- Knowledge of internal hospital patient information systems
Other
Essential
- Able to adopt a flexible approach when required
- Comply with Trust policies and procedures
- Understanding of confidential nature of role and awareness of GDPR.
Person Specification
Qualifications
Essential
- RSA/OCR II or equivalent experience
- GSCE's grade A-C or equivalent
Knowledge & Experience
Essential
- Excellent IT skills with knowledge and experience of Microsoft Office products
- Experience of office procedures
Desirable
- Knowledge of Medical Terminology
- Previous Experience within the NHS
Skills
Essential
- Word Processing skills
- Self-motivated and able to work with limited supervision
- Able to use own initiative and manage/prioritise own workload
- Excellent communication skills
- Ability to accurately maintain computerised and manual filing/documentation system
- Ability to work as part of a team
Desirable
- Audio typing skills
- Knowledge of internal hospital patient information systems
Other
Essential
- Able to adopt a flexible approach when required
- Comply with Trust policies and procedures
- Understanding of confidential nature of role and awareness of GDPR.
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.
