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Leeds Community Healthcare NHS Trust

Patient Service Administrator - Xyla

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This job is now closed

Job summary

The Leeds Mental Wellbeing Service is a city wide IAPT service providing talking therapies to help people who are stressed, experiencing low mood or anxiety. We are committed to giving our patients the best experience possible and an opportunity has arisen to be at the forefront of facilitating this quality experience as one of our Xyla Patient Service Administrators.

Main duties of the job

You will be required to provide a range of administrative duties, including handling calls and patient queries, processing referrals, booking patients into treatment appointments and managing waiting lists. Experience of working with a live database/appointments system would be an advantage, as would experience of managing waiting lists and telephone call/customer service experience and being competent in the use of Microsoft packages. Adaptability, flexibility and the ability to use your own initiative are essential.

About us

Working for Leeds community Healthcare NHS Trust

Who are we?

Leeds Community Healthcare provides a range of community-based health services across the whole city. We treat people in their homes, local health centres and community hospitals, and work in partnership with other local Trusts, charities and Leeds City Council.

We have a strong culture based on deeply-held values, and our focus at all times is on delivering high quality care to the people of Leeds. In our most recent CQC evaluation, we were rated "Good", with our Adult Services rated "Outstanding" for caring.

Leeds Community Healthcare NHS Trust encourages and supports staff to be vaccinated as this remains the best lines of defence against Covid 19.

Perks of the job

Our benefits range from generous annual leave to access to NHS discount sites. Here are some of the most important ones:

  • 27-33 days annual leave plus bank holidays
  • Highly regarded NHS Pension Scheme
  • A supportive, structured preceptorship programme for all registered new starters
  • Professional development opportunities including coaching, training and education support
  • Salary sacrifice or lease car schemes
  • Health and wellbeing including gym membership, occupational health service and priority access to mental health services

Details

Date posted

01 December 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Flexible working

Reference number

C9833-VB-SP-726-23

Job locations

Burmantofts Health Centre

Cromwell Mount

Leeds

LS9 7TA


Job description

Job responsibilities

We are a large team and are continually looking to improve the service we offer, and you will be expected to embrace and drive forthcoming changes. You will need to have considerable experience in an administration role, ideally in a large and busy healthcare service. There are many different tasks and aspects of the role, and the candidate will be expected to be able to take direction but also work on their own initiative. They must be proactive, and keen to look for solutions together. Experience in a customer service field will help as a large part of the role is telephone based. Excellent communication skills, both verbal and written, are essential. We are looking for someone who has empathy, a good work ethic and can demonstrate they are a great team player by being adaptable and flexible, and working towards the shared goal of the team and the service. Someone who has great attention to detail, the ability to remain calm under pressure and the ability to multi-task.

The post holder will be a team player and will actively contribute to continuous service improvement activities, including the maintenance and improvement of quality to ensure that services are delivered with a customer focus.

Key result areas

1.Responsibility for communication and relationships

Responsible for delivering administrative support which requires face to face, telephony based and electronic contact with service users and other stakeholders, both external and internal to LCH.

Act as a single point of contact for specific service/services.

Provide signposting advice to guide colleagues, service users and other stakeholders , including times when there may be barriers to understanding, or where the communication could be conceived as complex (i.e. explaining patient administration operating procedures to people who do not work in that department.

Communication around sensitive issues such as performance for supervisees, complaints from the public.

The post holder will engage with a range of stakeholders both internal and external which may vary dependent on the role.

Job description

Job responsibilities

We are a large team and are continually looking to improve the service we offer, and you will be expected to embrace and drive forthcoming changes. You will need to have considerable experience in an administration role, ideally in a large and busy healthcare service. There are many different tasks and aspects of the role, and the candidate will be expected to be able to take direction but also work on their own initiative. They must be proactive, and keen to look for solutions together. Experience in a customer service field will help as a large part of the role is telephone based. Excellent communication skills, both verbal and written, are essential. We are looking for someone who has empathy, a good work ethic and can demonstrate they are a great team player by being adaptable and flexible, and working towards the shared goal of the team and the service. Someone who has great attention to detail, the ability to remain calm under pressure and the ability to multi-task.

The post holder will be a team player and will actively contribute to continuous service improvement activities, including the maintenance and improvement of quality to ensure that services are delivered with a customer focus.

Key result areas

1.Responsibility for communication and relationships

Responsible for delivering administrative support which requires face to face, telephony based and electronic contact with service users and other stakeholders, both external and internal to LCH.

Act as a single point of contact for specific service/services.

Provide signposting advice to guide colleagues, service users and other stakeholders , including times when there may be barriers to understanding, or where the communication could be conceived as complex (i.e. explaining patient administration operating procedures to people who do not work in that department.

Communication around sensitive issues such as performance for supervisees, complaints from the public.

The post holder will engage with a range of stakeholders both internal and external which may vary dependent on the role.

Person Specification

Qualifications

Essential

  • Educated to GCSE level (including English and mathematics) or equivalent practical knowledge and experience.

Experience

Essential

  • Experience of maintaining one or more information systems, managing storage and retrieval of information or records.
  • Experience of being a team player with the ability to support and advise others.
  • Sound working knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Access, SharePoint and Microsoft team packages.
  • Knowledge of administrative procedures relating to work area acquired through on the job training.

Desirable

  • Ability to motivate others.
  • Ability to self-manage.
  • Ability to meet deadlines.

Skills and Attributes

Essential

  • Ability to adapt to new changes implemented to the organisation such as incorporating new systems/processes as released.
  • A proactive and forward thinker with the ability to work autonomously as well as an effective member of the team.
  • Ability to work consistently, methodically and reliably under pressure.
  • Excellent verbal and written skills taking into account barriers to understanding.
Person Specification

Qualifications

Essential

  • Educated to GCSE level (including English and mathematics) or equivalent practical knowledge and experience.

Experience

Essential

  • Experience of maintaining one or more information systems, managing storage and retrieval of information or records.
  • Experience of being a team player with the ability to support and advise others.
  • Sound working knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Access, SharePoint and Microsoft team packages.
  • Knowledge of administrative procedures relating to work area acquired through on the job training.

Desirable

  • Ability to motivate others.
  • Ability to self-manage.
  • Ability to meet deadlines.

Skills and Attributes

Essential

  • Ability to adapt to new changes implemented to the organisation such as incorporating new systems/processes as released.
  • A proactive and forward thinker with the ability to work autonomously as well as an effective member of the team.
  • Ability to work consistently, methodically and reliably under pressure.
  • Excellent verbal and written skills taking into account barriers to understanding.

Employer details

Employer name

Leeds Community Healthcare NHS Trust

Address

Burmantofts Health Centre

Cromwell Mount

Leeds

LS9 7TA


Employer's website

https://www.leedscommunityhealthcare.nhs.uk/join-our-team1/ (Opens in a new tab)

Employer details

Employer name

Leeds Community Healthcare NHS Trust

Address

Burmantofts Health Centre

Cromwell Mount

Leeds

LS9 7TA


Employer's website

https://www.leedscommunityhealthcare.nhs.uk/join-our-team1/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Administration Team Manager

Zachary Kleanthous

zachary.kleanthous@nhs.net

01138434388

Details

Date posted

01 December 2023

Pay scheme

Agenda for change

Band

Band 3

Salary

£22,816 to £24,336 a year

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Flexible working

Reference number

C9833-VB-SP-726-23

Job locations

Burmantofts Health Centre

Cromwell Mount

Leeds

LS9 7TA


Supporting documents

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