Patient Co-ordinator, Band 3- Obstetrics and Gynaecology
Join us at an exciting time for Gloucestershire Hospitals NHS Foundation Trust! We have an ambitious plan for our journey to Outstanding and are looking for aspirational, committed individuals to join us, making a real difference to both staff and patients.
As a former winner of England for excellence award: Tourism destination of the year, the beautiful city of Gloucester and the scenic regency spa town of Cheltenham are fantastic places to work and live.
As a hospital Trust we are currently involved in over 100 clinical trials and studies, whilst also providing acute elective and specialist services to a population of over 620,000.
By joining Gloucestershire Hospitals NHS Foundation Trust new colleagues can look forward to a warm welcome and a future full of opportunities and support.
Job overview
Patient Co-ordinator - Band 3 (37.5 hours a week)
If you are looking for an exciting, varied and important role within the NHS and enjoy a challenge then the Obstetrics and Gynaecology Department wishes to appoint a Patient Co-ordinator.
Our team consists of Patient Co-ordinators and Waiting List Co-ordinators who provide an excellent service to Consultants, and Specialist Nurses in support of Inpatient and Outpatient services. Our team are supported by the Administration Team Leaders who work closely together in support of leading their direct reports & providing cross cover for the wider team & report to the Operational Support Manager.
Our team is dynamic and constantly evolving to manage the demand and challenges of the service. We are a friendly and supportive team, who pull together & support each other with varying workloads, working closely together to ensure a positive & caring environment whilst recognising and actively encouraging and supporting individual development needs and career progression.
The proposed interview date is 5th March
Main duties of the job
The role of Patient Co-ordinator
To provide an efficient, confidential administrative and secretarial service to the Obstetrics and Gynaecology Consultants and their Medical Team to enable provision of patient care and speciality services.
To work as a member of the administration team to ensure service delivery and adequate administration cover is provided.
To adopt a constantly flexible approach to ensure that all Consultant Team and Trust Objectives are completed efficiently and within given timescales. This will include typing to meet Trust turnaround times, resolving patient queries, maintaining accurate data and supporting the Admissions Team.You will also review Consultants Waiting List’s in support of patient pathways & full clinic utilisation.
As a busy department, we are looking for motivated, enthusiastic & hardworking individuals who fit with our ethos of continual improvement & delivery of the highest quality patient-centred care. This is a responsible role, where you are the pivotal person in the patient’s relationship with the Clinical Team.
You will have well-developed communication, organisation & time management skills. You’ll be a friendly and positive team player & have excellent interpersonal skills. You will have the ability to work under pressure whilst remaining calm using you own initiative in a logical & methodical way maintaining attention to detail, but be able to multi-task whilst dealing with interruptions.
Working for our organisation
Gloucestershire Hospitals NHS Foundation Trust is one of the largest hospital trusts in England, delivering services from two general hospitals in thriving Gloucester and beautiful regency Cheltenham. We have over 9,000 members of staff who are committed to providing high quality acute elective and specialist services under our vision of ‘Best Care For Everyone’.
We offer- Generous Annual Leave Allowance starting at 27 days plus Bank Holidays and increasing to 33 days
- Access to the NHS Pension Scheme
- Access to our Health and Well-Being Hub and Employee Assistance Programme
- Access to on-site Nurseries
- Discounted Public Transport
- Safe, supportive and positive working environment with regular, robust supervision
- A wide range of exciting learning opportunities including a number of Apprenticeships
- Flexible Working - Many of our staff work flexibly in different ways. Please talk to us about the flexibility you need. We can’t promise to give you exactly what you want, but we do promise not to judge you for asking.
- Reward and Recognition Schemes
Working for Gloucestershire Hospitals NHS Foundation Trust offers a number of discounts for local shops, restaurants and services and entitles you to a Blue Light Card offering further discounts both online and on the high street from large national retailers to local businesses in a wide range of categories including days out, holidays, cars, fashion, gifts and phones.
Detailed job description and main responsibilities- Provide secretarial and administration support including but not limited to the accurate typing of clinics and distribution of all patient related correspondence, ensuring that patient pathways and outcomes are recorded accurately on TrakCare.
- To effectively manage clinical activity and calendars, scheduling appointments and meetings as directed by the Consultant in particular relating to the organisation of Outpatient Clinics during Annual Leave, etc.
- Fully utilise all outpatient clinic capacity by reviewing new and follow up outpatient waiting lists.
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g., booking investigations, transcription, etc.
- Assist and Support in the induction and training of new colleagues as directed by the Administration Team Leader.
- To promote and share best practice with colleagues and peers to ensure highest standards are achieved.
- To provide support to colleagues where appropriate to ensure the Trust service delivery standard is maintained.
- Regularly informing the Administration Team Leader about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.
- To deal sensitively with patients offering non-clinical help and advice and utilise experience and knowledge to identify when urgent action may need to be required by medical team for the wellbeing of patient.
- To provide support to the Admissions Team including organisation of admission procedures in negotiation with the clinical staff and patients as requested by the Administration Team Leader. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support and paperwork.
- To provide support to colleagues where appropriate to ensure the Trust service delivery standard is maintained and to cover colleagues during absences/annual/sick leave as directed by the Administration Team Leader.
You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
If you would like to arrange an informal visit and/or meet & greet the team then please contact Jo on the details provided.
Contact Details
Katrina Locke (Administration Team Leader)
[email protected]
0300 422 5578
If you would like to arrange an informal visit and/or meet & greet the team then please contact Katrina on the details provided.
Person specification
Qualifications
Essential criteria- Educated to GCSE grade C or above (or equivalent) in literacy and numeracy NVQ level three in administration or equivalent experience in a hospital or office environment.
- Proficient typist with keyboard skills.
- Basic understanding of Microsoft Office packages including Word, Excel and Outlook
- IT capable to ensure proficient use of hospital computer systems
Experience
Essential criteria- IT experience of Microsoft Office packages.
- Proven organisational skills with the ability to prioritise workload and to work to deadlines.
- Good interpersonal skills for dealing with people internal and external to the organisation.
- Previous secretarial experience and/or experience in a hospital or office environment
- Understanding and previous experience in medical terminology
Knowledge / Skills
Essential criteria- An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls.
- Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar.
- Ability to work quickly and accurately.
- Ability to use own judgement and initiative as appropriate.
- Ability to work flexibly within a team.
The health and wellbeing of our staff and patients remains the priority of the Trust. Vaccination remains the best chance we have of conquering COVID and the Trust encourages everyone to take up this offer.
Please note, this vacancy may close as soon as sufficient applications have been received, so please apply as soon as possible if you are interested. The Recruitment Team are unable to accept any applications after the position has closed on NHS Jobs.
Committed to safeguarding our community
If applicable for the post, all successful candidates will be required to pay for their own Disclosure and Barring Service (DBS) check. The cost will be £29 (standard checks) or £46 (enhanced checks), and will be recovered through two instalments from the candidate's salary.Please contact [email protected] for further information.
The Trust is a safeguarding employer committed to the safeguarding and promotion of welfare of children, young people and vulnerable adults and expects staff and volunteers to share this commitment. The Trust is committed to safe recruitment practices to protect children and vulnerable adults, and any appointment will be subject to satisfactory clearance.As part of the organisation's commitment to Safer Recruitment, candidates may request copies of relevant policies and procedures by contacting the Recruitment Team at [email protected]
Committed to supporting service personnel
As part of our commitment to support Service Personnel, Gloucestershire Hospitals NHS Foundation Trust, in collaboration with the Career Transition Partnership, offer a Guaranteed Interview Scheme for all qualifying Service and Ex-Service Personnel.To qualify for a guaranteed interview, candidates must meet the essential criteria for the post and be either a current member of the Armed Forces, or be within the two year period of resettlement. If this applies to you please email the job reference number and your AR number to the Recruitment Team at [email protected]
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