Job summary
The post holder will be mainly responsible for making any Service appointments and assist with maintenance of systems as appropriate. They will also assist with other aspects of administrative and clerical work as required in the running of the department, including supporting the clinicians.
The post holder will support the setting up and maintenance of office systems (administration of referrals, filing information etc).
The post holder will be responsible for the provision of an effective administrative service to the Service teams. They will liaise with patients, the multi-disciplinary team, internal departments and external agencies to ensure continuity in achieving excellence in patient care. The post holder will ensure confidential and sensitive information is kept secure; specifically keeping personal information secure and respecting the confidentiality of service users.
The post holder will work independently and follow the policies and procedures for the department. The post holder will be expected to act independently ensuring that daily tasks and ongoing workloads are prioritized and completed in agreed timeframes. The post holder will be responsible for the booking and maintenance of the appointments system.
This is a role with lots of variety and ad hoc demands and so the post holder will possess excellent time management and planning skills.
Main duties of the job
To agree appointment dates & times with patients over the telephone& send out appointment letters promptly.
To respond in a friendly and timely manner to all requests for outpatient appointments from patients presenting in person or on the telephone &other wards / departments as necessary
To deal with patients who DNA according to the Departments DNA policy.
To arrange supplies ordering& replacement of stock, liaising with the clinical staff.
To report any problems with appointments, waiting times, or other issues pertaining to the smooth running of the Department to the Service Co-ordinator.
Responsible for the organisation & maintenance of filing systems within the department; inputting information/patient activity onto any computerised systems and ensuring accurate retrieval and distribution of information.
To carry out administrative duties including accurate filing of notes and records, distribution of reports, collating and distributing post for the department, dealing with general correspondence, faxing, photocopying and scanning as required.
Report weekly waits & any other relevant information as required by the Service Co-ordinator.
About us
Beacon Medical Services Group is an leading service provider to the NHS committed to providing a high standard of clinical care in areas such as Audiology, ENT, Endoscopy, MRI, Ultrasound and Minor Surgery. We are passionate about providing high quality patient centered care. We provide a great working environment for our staff and are committed to developing our staff to fulfil their potential.You will be working with a diverse team of Healthcare Professionals and Administrative Staff that are passionate about providing our patients with an excellent experience.The successful applicant will share our vision and is committed to our values and goals for the delivery of the best care to our patients. An innovative thinker who inspires the team whose focus is putting the patient first will be rewarded by working within an organization who puts the needs of patients and the development of our staff at the core of all we do.We are committed to equal opportunities and welcome applications from all sections of the community, regardless of any protected characteristics. Reasonable adjustments will be made for disabled applicants where required.
Job description
Job responsibilities
Administrative
- To agree appointment dates and times with patients over the
telephone and send out appointment letters promptly.
- To respond in a friendly and timely manner to all requests
for outpatient appointments from patients presenting in person or on the
telephone, and other wards / departments as necessary
- To deal with patients who DNA according to the Departments
DNA policy.
- To arrange supplies ordering and replacement of stock,
liaising with the clinical staff.
- To report any problems with appointments, waiting times, or
other issues pertaining to the smooth running of the Department to the Service
Co-ordinator.
- Responsible for the organisation and maintenance of filing
systems within the department; inputting information/patient activity onto any
computerised systems and ensuring accurate retrieval and distribution of
information.
- To carry out administrative duties including accurate filing
of notes and records, distribution of reports, collating and distributing post
for the department, dealing with general correspondence, faxing, photocopying
and scanning as required.
- Report weekly waits and any other relevant information as
required by the Service Co-ordinator.
- To work as a member of the service clerical team. Whilst the
post holder will be based in an agreed area they may be expected to help cover
work (eg reception) within other areas of the service.
Personal Development
- Participate in an annual individual performance review,
including taking responsibility for maintaining a record of your own personal /
professional development.
- Taking responsibility for own development, learning and
demonstrating skills and activities to others who are undertaking similar work.
- Attend mandatory training sessions and any other sessions
required by the role.
General
- To deal with patient and staff enquiries clearly, by phone
and in person, promptly, efficiently and politely, resolving local issues and
relaying messages where necessary. Ensure service users are aware of the
Services secure way of handling their personal information via available up to
date documentation.
- To carry out administrative duties including accurate filing
of notes and records, distribution of reports, collating and distributing post
for the Department, dealing with general correspondence, faxing and
photocopying, as required.
- To assist in the induction and training of new and temporary
staff.
- The post holder has a general duty of care for their own
health, safety and well being and that of work colleagues, visitors and
patients within the hospital, in addition to any specific risk management or
clinical governance accountabilities associated with this post.
- To observe the rules, policies, procedures and standards of
Beacon Medical Services Group together with all relevant statutory and
professional obligations.
- To observe and maintain strict confidentiality of personal
information relating to patients and staff.
- To be responsible, with management support, for their own
personal development and to actively contribute to the development of
colleagues.
[This job description is intended as a guide to the general
scope of duties and is not intended to be definitive or restrictive. It is
expected that some of the duties will change over time and this description
will be subject to review in consultation with the post holder]
Job description
Job responsibilities
Administrative
- To agree appointment dates and times with patients over the
telephone and send out appointment letters promptly.
- To respond in a friendly and timely manner to all requests
for outpatient appointments from patients presenting in person or on the
telephone, and other wards / departments as necessary
- To deal with patients who DNA according to the Departments
DNA policy.
- To arrange supplies ordering and replacement of stock,
liaising with the clinical staff.
- To report any problems with appointments, waiting times, or
other issues pertaining to the smooth running of the Department to the Service
Co-ordinator.
- Responsible for the organisation and maintenance of filing
systems within the department; inputting information/patient activity onto any
computerised systems and ensuring accurate retrieval and distribution of
information.
- To carry out administrative duties including accurate filing
of notes and records, distribution of reports, collating and distributing post
for the department, dealing with general correspondence, faxing, photocopying
and scanning as required.
- Report weekly waits and any other relevant information as
required by the Service Co-ordinator.
- To work as a member of the service clerical team. Whilst the
post holder will be based in an agreed area they may be expected to help cover
work (eg reception) within other areas of the service.
Personal Development
- Participate in an annual individual performance review,
including taking responsibility for maintaining a record of your own personal /
professional development.
- Taking responsibility for own development, learning and
demonstrating skills and activities to others who are undertaking similar work.
- Attend mandatory training sessions and any other sessions
required by the role.
General
- To deal with patient and staff enquiries clearly, by phone
and in person, promptly, efficiently and politely, resolving local issues and
relaying messages where necessary. Ensure service users are aware of the
Services secure way of handling their personal information via available up to
date documentation.
- To carry out administrative duties including accurate filing
of notes and records, distribution of reports, collating and distributing post
for the Department, dealing with general correspondence, faxing and
photocopying, as required.
- To assist in the induction and training of new and temporary
staff.
- The post holder has a general duty of care for their own
health, safety and well being and that of work colleagues, visitors and
patients within the hospital, in addition to any specific risk management or
clinical governance accountabilities associated with this post.
- To observe the rules, policies, procedures and standards of
Beacon Medical Services Group together with all relevant statutory and
professional obligations.
- To observe and maintain strict confidentiality of personal
information relating to patients and staff.
- To be responsible, with management support, for their own
personal development and to actively contribute to the development of
colleagues.
[This job description is intended as a guide to the general
scope of duties and is not intended to be definitive or restrictive. It is
expected that some of the duties will change over time and this description
will be subject to review in consultation with the post holder]
Person Specification
Qualifications
Essential
- Communication & Relationship skills.
- Good written and verbal communication skills, including legible handwriting and an effective and courteous telephone manner.
- Able to demonstrate tact and diplomacy.
- Ability to contribute to team working and to develop good working relationships.
- Ability to demonstrate commitment to and skills in customer care Knowledge training & expertise.
- Previous clerical/reception experience coupled with the ability to liaise with all staff disciplines.
- ECDL or proven equivalent experience in Microsoft applications, e-mail and internet browsers
- Keyboard /typing skills & accuracy.
- Analytical Skills Ability to work under pressure within a co-operative multi-disciplinary team based working environment.
- Problem-solving skills Planning & organizational skills - ability to use own initiative.
- Effective in managing own time.
- Able to plan and organise ongoing activities and work programmes.
- Ability to prioritise; to be organised and flexible. Able to effectively accommodate ad hoc demands to existing workload.
- Neat, tidy and able to portray a professional image.
- Ability to concentrate even with frequent interruptions and unpredictable working pattern.
Desirable
- Knowledge of Choose & Book and other necessary booking systems.
- Previous NHS experience.
- NVQ level 3.
Person Specification
Qualifications
Essential
- Communication & Relationship skills.
- Good written and verbal communication skills, including legible handwriting and an effective and courteous telephone manner.
- Able to demonstrate tact and diplomacy.
- Ability to contribute to team working and to develop good working relationships.
- Ability to demonstrate commitment to and skills in customer care Knowledge training & expertise.
- Previous clerical/reception experience coupled with the ability to liaise with all staff disciplines.
- ECDL or proven equivalent experience in Microsoft applications, e-mail and internet browsers
- Keyboard /typing skills & accuracy.
- Analytical Skills Ability to work under pressure within a co-operative multi-disciplinary team based working environment.
- Problem-solving skills Planning & organizational skills - ability to use own initiative.
- Effective in managing own time.
- Able to plan and organise ongoing activities and work programmes.
- Ability to prioritise; to be organised and flexible. Able to effectively accommodate ad hoc demands to existing workload.
- Neat, tidy and able to portray a professional image.
- Ability to concentrate even with frequent interruptions and unpredictable working pattern.
Desirable
- Knowledge of Choose & Book and other necessary booking systems.
- Previous NHS experience.
- NVQ level 3.
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.
