Job summary
1 exciting opportunities has arisen to join our friendly Outpatient Ryegate Admin Team on a 12 month fixed term position at Sheffield Children's NHS Foundation Trust
x1 post - 37.5 Hours (Monday - Friday 9-5)
You will need to demonstrate excellent communication and team-working skills. You will be compassionate, accountable individuals who treats all colleagues, patients and service users with respect and seek to deliver excellence in their role. You will share the Trust values and be committed to equality, diversity and inclusion.
You will be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in their role. You will share the Trust values and be committed to equality, diversity and inclusion.
Main duties of the job
- To contribute to the provision of a professional clerical/administration service to Outpatient clinics and all its users including patients, relatives and colleagues.
- Ensure booking of appointments are in line with the Trust's out-patient waiting times standards and the Trust's Patient Access Policy.
- Produce work of the quality and quantity as required ensuring expected Trust and departmental standards, key performance indicators and deadlines are met.
- To cover other positions within work areas during times of absence.
About us
Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people."
- Outstanding patient care
- Brilliant place to work
- Leader in children's health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Job description
Job responsibilities
OP Contact Centre Duties
- Receive and respond to telephone calls received via the Outpatient Appointment Line.
- Respond to email enquiries from a variety of sources including Patient Hub appointment rebooking.
- Booking of interpreters & transport as required.
- Booking of appointments including filling of vacant slots to maximise utilisation of clinic capacity.
OP Hub/Staff Base Reception Duties all locations
- Greet visitors face-to-face and respond to requests for basic information as they present at the reception desk and assist accordingly in relation to directions and/or instructions specific to their request overcoming barriers of communication.
- Book in patients ensuring information is kept up to date.
- Receive, sign and inform relevant department of arrival of samples and packages as required.
- Daily reconciliation of all clinics based on information provided on electronic outcome forms.
General
- Receipt and filing of all referrals including those received from Electronic Booking Service and nhs.net account.
- Scanning of referrals onto eDMS (when required).
- Comply with all Trust Policies and Procedures with particular regard to Data Quality, Information Governance and Freedom of Information.
- To uphold the Trust Values at all times.
- Comply with requirements of the Data Protection Act 1998 and the common law on confidentiality.
- Be helpful, kind and courteous to patients, visitors and each other.
Person Specification
Knowledge and Skills
Essential
- Good keyboard or computer skills
- Ability to work under pressure.
- Ability to use own initiative and work as part of a team.
For full details, please refer to the attached job description and person specification.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Job description
Job responsibilities
OP Contact Centre Duties
- Receive and respond to telephone calls received via the Outpatient Appointment Line.
- Respond to email enquiries from a variety of sources including Patient Hub appointment rebooking.
- Booking of interpreters & transport as required.
- Booking of appointments including filling of vacant slots to maximise utilisation of clinic capacity.
OP Hub/Staff Base Reception Duties all locations
- Greet visitors face-to-face and respond to requests for basic information as they present at the reception desk and assist accordingly in relation to directions and/or instructions specific to their request overcoming barriers of communication.
- Book in patients ensuring information is kept up to date.
- Receive, sign and inform relevant department of arrival of samples and packages as required.
- Daily reconciliation of all clinics based on information provided on electronic outcome forms.
General
- Receipt and filing of all referrals including those received from Electronic Booking Service and nhs.net account.
- Scanning of referrals onto eDMS (when required).
- Comply with all Trust Policies and Procedures with particular regard to Data Quality, Information Governance and Freedom of Information.
- To uphold the Trust Values at all times.
- Comply with requirements of the Data Protection Act 1998 and the common law on confidentiality.
- Be helpful, kind and courteous to patients, visitors and each other.
Person Specification
Knowledge and Skills
Essential
- Good keyboard or computer skills
- Ability to work under pressure.
- Ability to use own initiative and work as part of a team.
For full details, please refer to the attached job description and person specification.
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
Person Specification
Qualifications
Essential
- Educated to GCSE standard or equivalent
- Numerate and literate
Desirable
- GCSE in Mathematics/English Language
- NVQ Level 2 - Customer Care
- NVQ Level 2 - Administration or equivalent acquired experience
Experience
Essential
- Clerical and or reception work experience gained from working within a public facing environment
- Experience of dealing with the general public.
- Experience of working in a team environment.
Desirable
- 6 months clerical and or reception experience gained within the NHS. In particular, a patient administration department within a hospital setting.
- Previous experience of In-patient, Out-patient or Waiting list management.
- Experience of working with medical, nursing and medical secretarial staff
Knowledge and Skills
Essential
- Good keyboard or computer skills
- Ability to work under pressure.
- Ability to use own initiative and work as part of a team.
Desirable
- Experience of using modules of the Patient Administrative System, in particular the outpatient module.
- Working knowledge of hospital administrative processes and practices
Personal Attributes
Essential
- Pleasant, tactful and understanding manner
- Ability to communicate sensitively with children, young people and their families
- Excellent communication skills
- Attention to detail
Person Specification
Qualifications
Essential
- Educated to GCSE standard or equivalent
- Numerate and literate
Desirable
- GCSE in Mathematics/English Language
- NVQ Level 2 - Customer Care
- NVQ Level 2 - Administration or equivalent acquired experience
Experience
Essential
- Clerical and or reception work experience gained from working within a public facing environment
- Experience of dealing with the general public.
- Experience of working in a team environment.
Desirable
- 6 months clerical and or reception experience gained within the NHS. In particular, a patient administration department within a hospital setting.
- Previous experience of In-patient, Out-patient or Waiting list management.
- Experience of working with medical, nursing and medical secretarial staff
Knowledge and Skills
Essential
- Good keyboard or computer skills
- Ability to work under pressure.
- Ability to use own initiative and work as part of a team.
Desirable
- Experience of using modules of the Patient Administrative System, in particular the outpatient module.
- Working knowledge of hospital administrative processes and practices
Personal Attributes
Essential
- Pleasant, tactful and understanding manner
- Ability to communicate sensitively with children, young people and their families
- Excellent communication skills
- Attention to detail
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
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).
