Job summary
Are you highly motivated and flexible with excellent communication and keyboard skills?
An exciting opportunity has arisen for an enthusiastic individual to become a part of the Central Services Directorate as a clerical administrative officer ensuring that patients coming in to the department are dealt with in an efficient, timely and courteous manner. Supporting the medical staff using the Careflow patient administration system.
The successful candidate will rotate between all Central Administration areas and will learn a wide array of skills from frontline services to back-office duties. Full training and support will be given.
Main duties of the job
Responsible for registering and triaging new patients to The Christie on the appropriate patient administration system including routine use of case note tracking system.
Responsible for the retrieval of outside notes and films and reports as requested.
To contact patients by phone with regards to their appointments and to annotate in CWP.
To book patients' transport as per protocol and request interpreters as appropriate
File all relevant paperwork into patient case notes appropriately.
Print out and copy relevant paperwork that has been requested via the SARs team.
Collate and disseminate all incoming and outgoing correspondence appropriately.
To deal effectively with all telephone calls in conjunction with the cancellation and rebooking of patient's treatments and appointments, and effectively communicate queries from patients, GPs, Hospices, and other outside agencies.
Develop positive and working relationships with managerial, non-clinical and clinical staff across the Trust.
Show compassion and understanding when exposed to destressing/emotional and unpleasant circumstances taking personal action/escalation to resolve patient issues concerns or complaints.
Communicate sensitive information in a diplomatic manner with departments both internally and externally.
Work flexibly on a rotational rota as and when required.
Work independently at times.
About us
The Christie is one of Europe's leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country. We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years. We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
Responsible for registering and triaging new patients to The Christie on the appropriate patient administration system including routine use of case note tracking system.
Adhere to all written instructions on the proforma with regards to scheduling and booking of appointments.
Responsible for the retrieval of outside notes and films and reports as requested.
To contact patients by phone with regards to their appointments and to annotate in CWP.
To book patients transport as per protocol and request interpreters as appropriate
File all relevant paperwork into patient case notes appropriately.
Print out and copy relevant paperwork that has been requested via the SARsteam.
Collate and disseminate all incoming and outgoing correspondence appropriately.
To deal effectively with all telephone calls in conjunction with the cancellation and rebooking of patients treatments and appointments, and effectively communicate queries from patients, GPs, Hospices, and other outside agencies. Develop positive and working relationships with managerial, non-clinical and clinical staff across the Trust.
Show compassion and understanding when exposed to destressing/emotional and unpleasant circumstances taking personal action/escalation to resolve patient issues concerns or complaints.
Communicate sensitive information in a diplomatic manner with departments both internally and externally.
Work flexibly on a rota as and when required.
Work independently at times.
General reception duties booking patients into clinics and outcoming appointments.
Contribute to the training of new members of staff within a given area as required.
Work with managers and administrative staff to review working practices, identify new improved ways of working, find solutions to problems and improve quality and range of services.
Undertake general clerical tasks as delegated by the Clinical PAs and Clinical Administrators, to contribute to the smooth running of the team.
Ensure that confidentiality is maintained at all times of all written, verbal and electronic information in line with the Trust policies; awareness of data protection and General Data Protection Regulations (GDPR).
This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.
Job description
Job responsibilities
DUTIES AND RESPONSIBILITIES
Responsible for registering and triaging new patients to The Christie on the appropriate patient administration system including routine use of case note tracking system.
Adhere to all written instructions on the proforma with regards to scheduling and booking of appointments.
Responsible for the retrieval of outside notes and films and reports as requested.
To contact patients by phone with regards to their appointments and to annotate in CWP.
To book patients transport as per protocol and request interpreters as appropriate
File all relevant paperwork into patient case notes appropriately.
Print out and copy relevant paperwork that has been requested via the SARsteam.
Collate and disseminate all incoming and outgoing correspondence appropriately.
To deal effectively with all telephone calls in conjunction with the cancellation and rebooking of patients treatments and appointments, and effectively communicate queries from patients, GPs, Hospices, and other outside agencies. Develop positive and working relationships with managerial, non-clinical and clinical staff across the Trust.
Show compassion and understanding when exposed to destressing/emotional and unpleasant circumstances taking personal action/escalation to resolve patient issues concerns or complaints.
Communicate sensitive information in a diplomatic manner with departments both internally and externally.
Work flexibly on a rota as and when required.
Work independently at times.
General reception duties booking patients into clinics and outcoming appointments.
Contribute to the training of new members of staff within a given area as required.
Work with managers and administrative staff to review working practices, identify new improved ways of working, find solutions to problems and improve quality and range of services.
Undertake general clerical tasks as delegated by the Clinical PAs and Clinical Administrators, to contribute to the smooth running of the team.
Ensure that confidentiality is maintained at all times of all written, verbal and electronic information in line with the Trust policies; awareness of data protection and General Data Protection Regulations (GDPR).
This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.
Person Specification
Qualifications
Essential
- Secondary-level education GCSE Maths and English at C-grade or above, or equivalent
Desirable
- Evidence of further development
- European Computer Driving Licence or equivalent
- NVQ Level 2 or equivalent
Experience
Essential
- Experience in an administrative and clerical setting.
- Proven skills such as organisation, ability to prioritise workload, problem solving and ability to work to tight deadlines.
- Experience of working within a team setting
Desirable
- Previous administrative and clerical experience in a hospital environment
Skills
Essential
- Good communication skills
- Basic IT and keyboarding skills
- Ability to prioritise workload
- Excellent telephone manner
- Attention to detail and accuracy
Knowledge
Essential
- Knowledge and familiarity with a range of software including Word, Excel, database packages, e-mail and web browsers.
Desirable
- Basic knowledge of medical terminology
Values
Essential
- Ability to work under pressure
- Ability to work unsupervised or as part of a team
- Good time management skills
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- Ability to work under pressure.
- Ability to work as part of an effective team.
- Able to use own initiative.
- Reliability and confidentiality.
- Ability to work flexibly
Person Specification
Qualifications
Essential
- Secondary-level education GCSE Maths and English at C-grade or above, or equivalent
Desirable
- Evidence of further development
- European Computer Driving Licence or equivalent
- NVQ Level 2 or equivalent
Experience
Essential
- Experience in an administrative and clerical setting.
- Proven skills such as organisation, ability to prioritise workload, problem solving and ability to work to tight deadlines.
- Experience of working within a team setting
Desirable
- Previous administrative and clerical experience in a hospital environment
Skills
Essential
- Good communication skills
- Basic IT and keyboarding skills
- Ability to prioritise workload
- Excellent telephone manner
- Attention to detail and accuracy
Knowledge
Essential
- Knowledge and familiarity with a range of software including Word, Excel, database packages, e-mail and web browsers.
Desirable
- Basic knowledge of medical terminology
Values
Essential
- Ability to work under pressure
- Ability to work unsupervised or as part of a team
- Good time management skills
- Ability to demonstrate the organisational values and behaviours
Other
Essential
- Ability to work under pressure.
- Ability to work as part of an effective team.
- Able to use own initiative.
- Reliability and confidentiality.
- Ability to work flexibly
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.
