York and Scarborough Teaching Hospitals NHS Foundation Trust

Outpatient Services Administrator - Bridlington

This job is now closed

Job summary

We are looking to appoint a motivated individual to join our Outpatient Administration Team. We are a friendly team fulfilling a vital front line service. This post is based at Bridlington.

This is a varied role and the post holder must be able to flexibly provide cover across three areas:

Our referral management centre, where over 300 new patient referrals are registered onto our hospital patient administration system per day
Our busy reception desks dealing with patients face-to-face, ensuring they are booked in and directed to the appropriate waiting areas
Plus our call centre, handling large volumes of calls agreeing outpatient appointments with patients as well as dealing with other appointment related queries

It is essential that this work is carried out accurately and efficiently as it is important that the patient experience is a positive one, at what can be a very worrying time. You must be able to demonstrate that you have the necessary organisational, administrative and communication skills, the ability to work under pressure and using your own initiative, as well as excellent telephone skills.

The hours advertised are required to cover service needs. We operate a rota of tasks and all staff will rotate through different tasks. The hours for this vacancy are Monday - Friday, variable shifts between 8am and 5pm.

If you have been unsuccessful with your application in the last 6 months -please do not re-apply.

Main duties of the job

To process all new patient appointments within agreed timescales, and in accordance with consultants' requests and Speciality booking rules.
To make follow-up appointments in accordance to booking rules, at the request of both internal and external customers.
To monitor, maintain and update electronic worklists and ensure that items are actioned in a timely manner, taking remedial action where necessary.
To receive, record and process all referrals under the 14 day rule.
To utilise an electronic data base booking system to call patients for their appointments near to their due date to maximize clinic capacity against patient demand.
Support patients attending the Outpatient clinics, using tact anddiplomacy, and record an appropriate outcome for all patients who leave Outpatient clinic where necessary.
To manage patients ringing the Department to book, amend, or cancel an appointment in accordance with the Standard Operating Procedures and booking rules.
Any other administrative or clerical duties, which may be required as part of post.
To actively maintain a safe working environment for yourself and your colleagues who may be affected by your acts or omissions.
Prioritise workload to maximise patient demand against clinic capacity to ensure patients are dealt with as timely as possible.
To maintain patient confidentiality at all times.

We may also consider part time / job share applicants.

About us

Our benefits

We offer a range of benefits to support our staff including:

Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants

27 days holiday rising to 33 days (depending on NHS Trust service)

A generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss a potential relocation package, please speak to the recruiting department/manager at interview stage.

A variety of different types of paid and unpaid leave covering emergency and planned leave

Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme

NHS Car Lease scheme and Cycle to Work scheme

An extensive range of learning and development opportunities

Discounts on restaurants, getaways, shopping, motoring, cinema and finance from a range of providers

For further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.

Date posted

26 September 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year per annum/pro rata

Contract

Permanent

Working pattern

Full-time, Part-time, Job share

Reference number

419-6543234-OSA-O

Job locations

Bridlington Hospital

Bessingby Road

Bridlington

YO16 4QP

Job description

Job responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit you application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: yhs-tr.recruitment@nhs.net.

As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.

Armed Forces Friendly Employer

We are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britains Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.

COVID-19 Vaccination Requirements

Our Trust continues to strongly encourage our staff to be vaccinated against COVID19, this remains our best defence to protect our patients, ourselves and everyone else.

Job description

Job responsibilities

A full description of the role is available in the attachment: job description.

Please note that if a high number of applications are received this advert may close early. You are advised to submit you application at the earliest opportunity.

Working for the Trust

Across our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.

Armed Forces Friendly Employer

COVID-19 Vaccination Requirements

Our Trust continues to strongly encourage our staff to be vaccinated against COVID19, this remains our best defence to protect our patients, ourselves and everyone else.

Person Specification

Qualifications

Essential

GCSE or equivalent
Good written and spoken English

Experience & Knowledge Required

Essential

Previous clerical experience and knowledge equivalent to NVQ Level 3
Experience of working within a team
Experience of working with Microsoft packages
Experience of working to a high standard in a customer service environment
Experience of using patient administration systems
Understanding a range of work procedures and processes

Desirable

Experience of using a patient database and recording accurate data
Working knowledge of the eRS/Choose and Book system
Understanding of the 2WW cancer referral system and fast track appointment booking
Experience of processing Outpatient appointments and understanding of Referral to Treatment Policy

Aptitude & Personal Qualities

Essential

Able to work under pressure to strict deadlines and requirements
Able to work as part of a team

Skills & Attributes

Essential

Ability to communicate with staff at all levels, including Consultant medical staff
Ability to work in a fast paced and busy environment
Excellent verbal and written communication skills
Excellent interpersonal skills
Ability to communicate effectively with all service users
Advanced keyboard skills

Desirable

Ability to think analytically

Person Specification

Qualifications

Essential

GCSE or equivalent
Good written and spoken English

Experience & Knowledge Required

Essential

Previous clerical experience and knowledge equivalent to NVQ Level 3
Experience of working within a team
Experience of working with Microsoft packages
Experience of working to a high standard in a customer service environment
Experience of using patient administration systems
Understanding a range of work procedures and processes

Desirable

Experience of using a patient database and recording accurate data
Working knowledge of the eRS/Choose and Book system
Understanding of the 2WW cancer referral system and fast track appointment booking
Experience of processing Outpatient appointments and understanding of Referral to Treatment Policy

Aptitude & Personal Qualities

Essential

Able to work under pressure to strict deadlines and requirements
Able to work as part of a team

Skills & Attributes

Essential

Ability to communicate with staff at all levels, including Consultant medical staff
Ability to work in a fast paced and busy environment
Excellent verbal and written communication skills
Excellent interpersonal skills
Ability to communicate effectively with all service users
Advanced keyboard skills

Desirable

Ability to think analytically

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

York and Scarborough Teaching Hospitals NHS Foundation Trust

Address

Bridlington Hospital

Bessingby Road

Bridlington

YO16 4QP

Employer's website

https://www.yorkhospitals.nhs.uk (Opens in a new tab)

Employer details

Employer name

York and Scarborough Teaching Hospitals NHS Foundation Trust

Address

Bridlington Hospital

Bessingby Road

Bridlington

YO16 4QP

Employer's website

https://www.yorkhospitals.nhs.uk (Opens in a new tab)