Job summary
THIS POST IS FIXED TERM/SECONDMENT UNTIL 31.12.25 DUE TO NEED OF SERVICE
The post holder will provide administrative / reception service support to facilitate and ensure the smooth, efficient and effective running of the Outpatient Department.
The post holder will work flexibly across Services to provide administrative and reception support such as the processing of clinic changes, the correct recording of patient pathways, the retrieval, preparation and filing of patients' case notes as and when required.
The post holder may be expected to work on other hospital sites to ensure appropriate service cover at all times; this may include cross site working/cross cover within the Health Board.
Main duties of the job
To deal with patient/staff enquiries and to fulfil the role of Clerk / Receptionist (referring clinical issues to appropriate Clinician(s) for advice/decisions as appropriate).
To provide a warm and welcoming Reception Service, maintain clinic room diaries, meeting and greeting all visitors to the department checking details patient details, checking case notes, recording attendance via Patient administration system (PAS).
To answer enquiries, receive and relay messages, both in person and on the telephone, from patients or staff, using a working knowledge of Health Board procedures to maintain a professional front of house service.
Change or cancel appointments at the request of the patient or manager highlighting where pathway timeframes may be compromised.
The post holder will be expected to retrieve, file and locate case notes for Clinics, ensuring 100% case note availability using the appropriate systems for tracking and requesting case notes.
Ensuring case notes are of the highest quality, are prepared and available for patient arrival.
Liaise with medical records team and other areas, in line with Health Board policy for missing case notes, following agreed escalation process. Creating new or temporary folders when procedures require.
About us
We believe staff are our best asset and wewant you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse ordoctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - wehave a job for you.
There are also apprenticeships, work placementsand volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show thatour commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery,with all the benefits of a thriving and cosmopolitan city - look no further.
Job description
Job responsibilities
Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Job description
Job responsibilities
Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
Person Specification
Qualifications and/or knowledge
Essential
- Educated to vocational qualification level 2 or able to demonstrate the equivalent level of knowledge, skills or experience
- Demonstratable working knowledge of Microsoft packages including Word, Excel, Outlook and Microsoft Teams
Desirable
- Commitment to personal development
- Commitment to acquire and apply knowledge of RTT national and local waiting times rules
Experience
Essential
- Previous experience of working in a clerical/ administrative role within an NHS setting
- Experience of using WPAS
Desirable
- Working with staff from different disciplines
- Experience of dealing with the general public in person and via telephone
Aptitude and Abilities
Essential
- Be able to demonstrate tact and diplomacy when working with others
- Able to work as part of a team and to meet deadlines
- Excellent organisational skills
- Excellent telephone manner with the ability to adapt communication styles dependent on audience and environment
Desirable
Values
Essential
- Shows positivity, resilience, adaptability and a flexible approach as situations arise
- Friendly and helpful disposition, awareness of how our own and others behaviours impact on people's experiences and the organisations reputation
- Willing to seek out own learning and accept constructive feedback
Other
Essential
- Ability to travel to other Hospital sites within geographical area
- Ability to work through implementation of new procedures and technology
Person Specification
Qualifications and/or knowledge
Essential
- Educated to vocational qualification level 2 or able to demonstrate the equivalent level of knowledge, skills or experience
- Demonstratable working knowledge of Microsoft packages including Word, Excel, Outlook and Microsoft Teams
Desirable
- Commitment to personal development
- Commitment to acquire and apply knowledge of RTT national and local waiting times rules
Experience
Essential
- Previous experience of working in a clerical/ administrative role within an NHS setting
- Experience of using WPAS
Desirable
- Working with staff from different disciplines
- Experience of dealing with the general public in person and via telephone
Aptitude and Abilities
Essential
- Be able to demonstrate tact and diplomacy when working with others
- Able to work as part of a team and to meet deadlines
- Excellent organisational skills
- Excellent telephone manner with the ability to adapt communication styles dependent on audience and environment
Desirable
Values
Essential
- Shows positivity, resilience, adaptability and a flexible approach as situations arise
- Friendly and helpful disposition, awareness of how our own and others behaviours impact on people's experiences and the organisations reputation
- Willing to seek out own learning and accept constructive feedback
Other
Essential
- Ability to travel to other Hospital sites within geographical area
- Ability to work through implementation of new procedures and technology
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
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).
