Receptionist and General Clinic Administrator Dual Role
Job overview
Receptionist and administrator for Fetal Medicine service, helping all women and their families through their pregnancy journey. Dealing with patients, members of the public and other organisations on a daily basis, booking appointments and all admin duties involved in the smooth running of the clinic.
You will have a good command of the English language with the ability to understand and accurately convey verbal and written information and you must be well motivated and reliable, with a “can do” attitude. Due to the sensitivity of the role you will need to be able to demonstrate a clear understanding of confidentiality issues.
You must be committed to a high standard of patient care and safety. You will have a flexible attitude to work and be able to work as part of a multidisciplinary team.
Main duties of the job
In addition to the below summary you need to familiarize yourself with full Job Description and Person Specification documents attached to this advert
As a receptionist you will be the first port of call for patients attending reception for appointments whether that be for scans or with a consultant or midwife. To ensure all patients are dealt with in a polite professional manner at all times and have a positive experience when attending the department.Booking follow ups, checking patient details and helping with queries. Customer service experience is essential in this role and a profession, polite and courteous attitude at all times.
The clinic administration side of the role means you will be responsible for all aspects of the administration of a patient’s appointment from pulling patient notes and compiling a clinic, printing and sending out appointments, out coming clinics and dealing with telephone queries from the community and patients alike.
Working for our organisation
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
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 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.
Detailed job description and main responsibilities
Ensure all patient notes are prepared in line with Trust Standard guidelines and key performance indicators including current paper records or thin folders that will support DHR requirements
Photocopying/scanning as required
Using relevant electronic booking systems, arrange transport as necessary.
Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary.
Ensure all RTT patient data are recorded accurately and timely.Print appointment/procedure confirmation letters as necessary and send to patient with 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.
Distributing and opening in-coming mail timely and dealing with appropriately.
Be able to competently use Hospital IT systems and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.
Present a professional, polite and courteous attitude at all times and be appropriately dressed when on duty.Undertake any other duties, which may reasonably be required.
Print clinic lists from Careflow in advance of clinic date.
Greet patients at reception, check their personal details are correct, and if necessary amend in Careflow accordingly, ensuring patient confidentiality.
Using Careflow or any other relevant electronic booking systems arrange appointments for follow up clinics, as instructed by the medical/nursing staff. Arrange transport as necessary.
Add follow ups to review lists for partially booked.
Ensure all clinic outcomes are recorded accurately on the day.
Notify Outpatient Co-ordinator or designated person of any patients who fail to attend their appointment who will take necessary action in line with departmental and/or Trust policies.
Be able to competently use Careflow and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.
Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.
Alert Outpatient Co-ordinator of clinic capacity issues as they arise.
Able to travel across both sites when necessary.
Person specification
Training & Qualifications
Essential criteria- Educating to O'Level, GCSE or equivalent including Maths and English
- Experience of Micosoft packages
Experience
Essential criteria- Proven receptionist experience
- Customer service skills
- Team working
- Experience of hospital clinic reception work
- Knowledge of hospital IT systems; Medway PAS
Communication skills
Essential criteria- Ability to communicate in a clear and effective manner
- Ability to develop good working relationships
- Team working
Analytical & Judgement Skills
Essential criteria- Exercise judgement and know when to seek advice when dealing with patient enquires
- Understand the importance of confidentiality
- Work withn Trust Policies and Guidelines
Planning and Organisation
Essential criteria- Evidence of planning and organising of routine tasks
- Able to plan own time and prioritse own tasks
- Ability to work with the designated Standard Operating Procedures to ensure consistent Trust wide practices
Physical Skills
Essential criteria- Be able to work at a computer and keyboard for prolonged periods
- Be able to travel between sites and be flexible with the start and finish time when covering reception
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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.
Applicants are kindly requested to refrain from using AI at any stage during the recruitment process.
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
If you are aged 16 or 17 and applying for a role that is more than 20 hours a week, please be aware that you will be asked to commence an Apprenticeship within the Trust alongside your role, as long as there is a suitable apprenticeship standard available. This is in line with the current guidance in England that whilst young people under the age of 18 can leave school (on the last Friday in June) they must then do one of the following:
- Stay in full-time education, for example at a college
- Start an Apprenticeship
- Spend 20 hours of more a week working or volunteering, while in part-time education or training
For more details visit; School leaving age - GOV.UK (www.gov.uk)
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 (£49.50 for enhanced and £21.50 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.
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