Job summary
Co Durham and Darlington Sexual Health Service is a dynamic
forward thinking service which requires 3 efficient, courteous and professional part
time receptionists. The roles of various hours per week support the
administrative running of Genito Urinary
Medicine clinics in Bishop Auckland and Durham Hospitals and Contraception
clinics across a variety of settings across County Durham. This is subject to
change and requires the post holder to travel independently between
clinics.
The role would
support the provision of an efficient, professional and confidential booking
service for patients making telephone
and face to face appointments in sexual health clinics across the county. This
requires excellent IT and organisational skills and verbal and non verbal
communication skills. The
receptionist/administrator would work within an integrated team providing a
service to the sexual health clinical teams, ensuring that timely, accurate
work is produced and demonstrating a flexible approach in ensuring the needs of
the service.
Main duties of the job
The post holder will be expected to deal with telephone and
face to face enquiries, using own initiative and provide a timely response to
all communications and correspondence. They will be expected to book appointments
across the different venues of the service via a central appointment booking
line.
The post holder will be expected to greet all patients and
visitors to departments in a warm and friendly manner using excellent
communications skills.
The post holder will be required to act as an
integrated member of the administrative team, demonstrating a flexible
approach, ensuring the needs the service are met, by performing any duties
deemed appropriate by clinic managers/nurse in charge
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
Full Job Descriptions can be found in the adverts supporting documents.
Over reliance on
AI-generated content is discouraged and may diminish the applicant's chances of
success.
For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.
From April 9th 2025 - Healthcare assistants - You must have been employed for a minimum of two years
of as a HCA within the NHS for the Trust to consider
sponsorship (we will only consider sponsorship if you meet this criteria and
have a current visa expiring within 3 months).
Job description
Job responsibilities
1. Responsible
for the reception of patients and visitors into the Department and all
reception duties concerned e.g. sorting post/filing/stock monitoring/delivery
checks etc and the competent and accurate use of the services bespoke patient
information system Inform. Also ensuring
all confidentiality and data protection policies and procedures are adhered to
at all times and are embedded within the culture of the team.
2. Process
enquiries from internal and external organisations/departments and from
patients and the general public regarding making appointments, obtaining
results and any other enquiries relevant to the department. Ensure all enquiries are dealt with in a
prompt responsive and courteous manner at all times, including potentially
distressed, abusive or complaining customers in order that they are satisfied
with the service provided by the administration team to ensure the Trust is
portrayed in a positive manner.
3. Responsible
for the timely and accurate clinic management of appointments and clinic lists
on the Inform system and have a basic knowledge of the services terminology
whilst ensuring that all appointments which require cancelling or amending are
reallocated.
4. Responsible
for the registering new patients on the Inform system ensuring data is
retrieved and recorded accurately.
5. To
generate and send out letters where requested to patients inviting them to
contact the department to make an appointment, taking account of clinic
procedures.
6. Inform
patients of negative test results to by their preferred method of contact from
their Inform patient record whilst maintaining strict patient confidentiality
policy.
7. Identify
patients with normal/abnormal results and refer to appropriate clinician for
action.
8. Operate
triage system for patients to determine the urgency/nature of their
requirements and direct appointments to the appropriate clinician as per local
procedures.
9. To
support the provision of administrative services within the sexual health team
providing typed correspondence, reports and other documents when requested to a
consistently high standard and of a sensitive and confidential nature.
10. Assist/contribute
to the formulation of local procedures and protocols as required.
11. Demonstrate
a professional image at all times, ensuring confidentiality, tack and diplomacy
and a non-judgmental approach.
12. To liaise
effectively with patients, practitioners, hospital staff and other professional
bodies to ensure the smooth running of the department.
13. Support
the delivery of all areas of the sexual health specification as demand dictates
14. To
maintain personal and professional standards to ensure professional credibility
15. Provide
cover for other sexual health administration teams in other locations and/or at
community clinics as required and occasionally out of hours in line with the
needs of the service and as per the 6 week duty roster.
16. To support
the administrative services within the sexual health service.
17. The
post holder may be required to undertake other duties within the commensurate
with the grade and experience
Job description
Job responsibilities
1. Responsible
for the reception of patients and visitors into the Department and all
reception duties concerned e.g. sorting post/filing/stock monitoring/delivery
checks etc and the competent and accurate use of the services bespoke patient
information system Inform. Also ensuring
all confidentiality and data protection policies and procedures are adhered to
at all times and are embedded within the culture of the team.
2. Process
enquiries from internal and external organisations/departments and from
patients and the general public regarding making appointments, obtaining
results and any other enquiries relevant to the department. Ensure all enquiries are dealt with in a
prompt responsive and courteous manner at all times, including potentially
distressed, abusive or complaining customers in order that they are satisfied
with the service provided by the administration team to ensure the Trust is
portrayed in a positive manner.
3. Responsible
for the timely and accurate clinic management of appointments and clinic lists
on the Inform system and have a basic knowledge of the services terminology
whilst ensuring that all appointments which require cancelling or amending are
reallocated.
4. Responsible
for the registering new patients on the Inform system ensuring data is
retrieved and recorded accurately.
5. To
generate and send out letters where requested to patients inviting them to
contact the department to make an appointment, taking account of clinic
procedures.
6. Inform
patients of negative test results to by their preferred method of contact from
their Inform patient record whilst maintaining strict patient confidentiality
policy.
7. Identify
patients with normal/abnormal results and refer to appropriate clinician for
action.
8. Operate
triage system for patients to determine the urgency/nature of their
requirements and direct appointments to the appropriate clinician as per local
procedures.
9. To
support the provision of administrative services within the sexual health team
providing typed correspondence, reports and other documents when requested to a
consistently high standard and of a sensitive and confidential nature.
10. Assist/contribute
to the formulation of local procedures and protocols as required.
11. Demonstrate
a professional image at all times, ensuring confidentiality, tack and diplomacy
and a non-judgmental approach.
12. To liaise
effectively with patients, practitioners, hospital staff and other professional
bodies to ensure the smooth running of the department.
13. Support
the delivery of all areas of the sexual health specification as demand dictates
14. To
maintain personal and professional standards to ensure professional credibility
15. Provide
cover for other sexual health administration teams in other locations and/or at
community clinics as required and occasionally out of hours in line with the
needs of the service and as per the 6 week duty roster.
16. To support
the administrative services within the sexual health service.
17. The
post holder may be required to undertake other duties within the commensurate
with the grade and experience
Person Specification
Qualifications
Essential
- Good standard of general education 5 GCSEs or equivalent including Mathematics and English.
- NVQ Level II in Business Administration or Customer Care or equivalent experience
Special Requirements
Essential
- Ability to work in a flexible way, within core business hours, to meet the needs of the service. In addition this may include evening and weekend work with prior approval from line manager
- Ability to travel independently to fulfil the requirments of the post
Special Skills & Knowledge
Essential
- Good oral and written communication skills
- Competent use of IT
- Good keyboard skills
- Professional telephone manner
- Able to work flexibly under pressure, rapid pace, and with an unpredictable work pattern
- Self starter, able to work independently, on own initiative and to deadlines
- Ability to prioritise, plan and organise own workload to ensure safe service provision
- Team player
Desirable
- General sexual health, contraception knowledge
- Knowledge of policies and procedures surrounding care of young people under 16
- Awareness of the principles of confidentiality and relevant policies
Experience
Essential
- Front line/reception experience
- Experience in an office environment and with a wide range of office functions
- Experience working unsupervised
Desirable
- Experience of working within a sexual health or contraception setting
- Experience working in an NHS setting
Person Specification
Qualifications
Essential
- Good standard of general education 5 GCSEs or equivalent including Mathematics and English.
- NVQ Level II in Business Administration or Customer Care or equivalent experience
Special Requirements
Essential
- Ability to work in a flexible way, within core business hours, to meet the needs of the service. In addition this may include evening and weekend work with prior approval from line manager
- Ability to travel independently to fulfil the requirments of the post
Special Skills & Knowledge
Essential
- Good oral and written communication skills
- Competent use of IT
- Good keyboard skills
- Professional telephone manner
- Able to work flexibly under pressure, rapid pace, and with an unpredictable work pattern
- Self starter, able to work independently, on own initiative and to deadlines
- Ability to prioritise, plan and organise own workload to ensure safe service provision
- Team player
Desirable
- General sexual health, contraception knowledge
- Knowledge of policies and procedures surrounding care of young people under 16
- Awareness of the principles of confidentiality and relevant policies
Experience
Essential
- Front line/reception experience
- Experience in an office environment and with a wide range of office functions
- Experience working unsupervised
Desirable
- Experience of working within a sexual health or contraception setting
- Experience working in an NHS setting
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
County Durham & Darlington NHS Foundation Trust
Address
Bishop Auckland General Hospital
Cockton Hill Road
Bishop Auckland
County Durham
DL14 6AD
Employer's website
https://www.cddft.nhs.uk/ (Opens in a new tab)
