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SalaryBand 3
Job overview
This is an exciting opportunity within Outpatient Services, Ambulatory Care Division based at the NHS Treatment Centre. The Outpatient Administrators core working days are Monday to Friday The hours will be over 5 days , with shift patterns between 8am-6pm You will have excellent customer service skills and be committed to providing a first class service. You will be a conscientious and enthusiastic team player with excellent organisational skills. You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure.
Use your own initiative and respond to queries within and outside of the Organisation with a professional manner to patients, relatives and staff. You will present a professional and polite attitude at all times.
You must be educated to GCSE standard, possess excellent communication skills and be competent in the use of computers systems including Microsoft packages and Medway PAS
Main duties of the job
In addition to the below summary you need to familiarise yourself with the full Job Description and Person Specification documents attached to this advert.
Working as part of the outpatient team the role will involve providing high quality admin and clerical support. The post holder will need to use their initiative and skills to develop processes and ensure the effective provision of a quality service.
The role/duties of the post are outlined above. In undertaking this role, the employee will be expected to behave at all times that is consistent with and actively supports the Trust values which are detailed below.
Working for our organisation
You will be a conscientious and enthusiastic team player with excellent organisational skills. You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure.
The successful candidates will play a crucial role in delivering a high quality Outpatient Appointment Service and should demonstrate excellent communication skills
Detailed job description and main responsibilities
Be responsible for arranging partial booking follow up appointments.
Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the directorate management team medical/nursing staff.
Arrange transport as necessary
Ensure Referral to treatment patient data quality is accurate at all times.
Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary.
Manage the demand and capacity within the standard operating practice taking decision to escalate to the directorate management team any capacity issues
Managing the national choose and book system. Ensure all slots are set up within choose and book and polled according to directorate capacity plan
Ensure all referrals are logged and booked in a timely manner meeting the standards in the NUH Access Policy.
Responds to any temporary day to day demand and capacity updates required in Medway
Print appointment/procedure confirmation letters as necessary and send to patients with the relevant information leaflets promptly.
Keep personally updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc.
Notify Outpatient Co-Ordinator or designated person of any patients who fail to attend their appointment who will take necessary action in line with department and/or Trust policies.
Receive and respond to enquiries from relatives/external agencies adhering to Trust confidentiality guidelines at all times
Distributing and opening in-coming mail timely and dealing with appropriately.
Be able to competently use Medway PAS and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.
Person specification
Commitment to Trust Values and Behaviours
Essential criteria
- Must be able to demonstrate behaviours consistent with the Trust’s “We are here for you” behavioural standards
Training & Qualifications
Essential criteria
- To be educated to ‘O’ level, GCSE or equivalent standard including English at Grade C
Desirable criteria
- To possess GCSE A-C passes including English and Maths or equivalent
Experience
Essential criteria
- Experience of MS Office
- Previous experience in an office environment
- Understanding of the importance of confidentiality
- Typing or word processing experience
Desirable criteria
- Knowledge of outpatient work
- Customer Service
- Knowledge of hospital IT systems, e.g. Medway PAS, Notis.
Communication and relationship skills
Essential criteria
- Ability to develop good working relationships with medical and other
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Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at the NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
Closing Dates: Please submit your application form as soon as possible to avoid disappointment; we reserve the right to close vacancies prior to the published closing date if we receive a sufficient number of completed application forms.
Communication: All communication related to your application will be via the email address you have provided. Please ensure you check your email account including your junk email regularly.
Easy read application: if you have a disability and find it difficult to complete our online application form, you can apply via our easy read application which you can find on the intranet https://www.nuh.nhs.uk/easy-read-job-application
NUH are now able to offer application completion support and interview preparation support. Please follow the link to book onto our sessions: Support for NUH Job Applications
Salary: The quoted salary will be on a pro rata basis for part time workers.
Disability Confidence: All applicants who have declared a disability and who meet the essential criteria for the post will be shortlisted.
At Risk of redundancy: NHS employees within the East Midlands who are ‘at risk’ of redundancy will be given a preferential interview where they meet the essential criteria of the person specification.
International Recruitment: If you are applying for a role with us from outside of the UK then please read the guidance on applying for a health or social care job in the UK from abroad.
ID and Right to work checks: NUH authenticate ID and right to work documentation including passports and driving licenses through a system called Trust ID. NUH will scan your ID and right to work documentation in to the Trust ID system at your face to face ID appointment. The system will run a check against the key security features within your documentation. The system will provide us with an outcome of your check which will be stored securely on your personal file along with all other pre-employment check documentation.
Consent:
- Transfer of information: If I have previous NHS service - I consent to the transfer of my Electronic Staff Record (ESR) data between this and other NHS Trusts. I also consent to the Occupational Health Department confidentially accessing my occupational health records from my current or previous employer in order to check the status of my vaccinations, immunisations s and screening tests as relevant to the post. I understand this is an automated process and the information will only be used for these purposes prior to me taking up the position at NUH.
- Disclosure and Barring Service: Your post maybe subject to a DBS check which incur a cost dependent on the level of check required (£42.90 for enhanced and £22.90 for standard). I agree to reimburse Nottingham University Hospitals NHS Trust the cost of a Disclosure and Barring Service (DBS) check if it is required (by deduction from first month’s pay). Should I decide to withdraw from my job offer, I agree to reimburse Nottingham University Hospitals NHS Trust the cost of the DBS check undertaken by cheque or other agreed method.
