Band 2 Receptionist/Administrator

Job description

Job responsibilities

Responsible for covering the reception desk and reception area, providing a meet and greet service ensuring a polite, efficient and professional introduction is given to all patients, staff and other visitors.

Book BISC appointments and add to clinical diaries using service database

To input all BISC referrals onto service database

To upload BISC documents onto service database

Maintain a visitor signing in/out book and ensure the reception area is presentable, tidy and safe. Reporting any issues through the appropriate channels.

Ensure patients/visitors are seen within agreed standards, ensuring escalation procedures are followed and any other issues or concerns are escalated to appropriate staff.

On arrival of patients to reception, book patients in and verify their demographic details.

When required ask patients or carers to complete any identified questionnaires.

To engage with all visitors and proactively signpost them to the most appropriate area.

To deal with any verbal queries, concerns or complaints from patients, clients or visitors in a professional manner and escalate to appropriate staff.

Monitoring and supporting the Moor Green and BISC waiting lists. Removing, adding and transferring patients within the wait lists

Follow agreed procedures, log any estates issues reported ensuring any issues are escalated through the appropriate channels.

Liaise with transport and interpreting services when required and escalate any issues to the appropriate staff.

Provide administrative support to the patient pathway process, ensuring information is recorded timely and accurately on to identified information systems. Ensuring any delays to the patient are escalated to the appropriate staff.

Ensure patients/visitors are seen within agreed timescales, ensuring escalation procedures are followed and any other issues or concerns are escalated to appropriate staff.

To ensure on arrival of patients to reception, patient are booked in and verify their demographic details.

On a daily basis deal with telephone enquires/queries received into the service ensuring any messages are communicated timely and accurately.

Check identified answer machine messages and generic email accounts at regular intervals throughout the day ensuring all messages are actively dealt with and communicated to the relevant person/team.

Follow local procedures to produce electronic and written correspondence this may include: emails, letters, reports, agendas, minutes and standardised templates.

Maintain department manual and electronic filing systems, ensuring systems are regularly maintained and archiving is completed to local and Trust policies and procedures

n Undertake photocopying or collation and distribution of information in relation to the work of the Service.

Provide support to the service during periods of short staffing levels by completing priority tasks identified by the Supervisor/Team lead to ensure smooth running of the service.

Assist the supervisor/team lead to create and develop standards and procedures in relation to the role to ensure they are up to date.

Where identified, assist new employees or work experience placements with on the job training or shadowing for administration tasks related to the role. (Placements may be patients, volunteers, school leavers etc.).

To attend any identified meetings, these may include team meetings, referral meetings etc.

Assist with the completion or preparation of audits as directed by the Supervisor/Team lead.

Person Specification

Essential

Essential

• GCSE level or equivalent in Maths and English
• Relevant experience in a similar role
• Knowledge of database input and databases producing standard reports
• IT skills including Word, Excel and Outlook
• Excellent interpersonal communication skills
• Ability to work as part of a team

Desirable

• Experience working in the NHS or Public Sector
• Knowledge of NHS information systems

Esential and Desirable

Essential

• Good Organisational Skills

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Birmingham Community Healthcare NHS FT

Address

Moor Green Unit, Moseley Hall Hospital

Alcester Road South

Birmingham

B13 8JL

Employer's website

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