Rotational Administration Clerk
Job overview
Are you highly motivated and flexible with excellent communication and keyboard skills?
An exciting opportunity has arisen for an enthusiastic individual to become a part of the Central Services Directorate as a clerical administrative officer ensuring that patients coming in to the department are dealt with in an efficient, timely and courteous manner.Supporting the medical staff using the Careflow patient administration system.
The successful candidate will rotate between all Central Administration areas and will learn a wide array of skills from frontline services to back-office duties. Full training and support will be given.
Main duties of the job
Responsible for registering and triaging new patients to The Christie on the appropriate patient administration system including routine use of case note tracking system.
Responsible for the retrieval of outside notes and films and reports as requested.
To contact patients by phone with regards to their appointments and to annotate in CWP.
To book patients’ transport as per protocol and request interpreters as appropriate
File all relevant paperwork into patient case notes appropriately.
Print out and copy relevant paperwork that has been requested via the SARs team.
Collate and disseminate all incoming and outgoing correspondence appropriately.
To deal effectively with all telephone calls in conjunction with the cancellation and rebooking of patient’s treatments and appointments, and effectively communicate queries from patients, GPs, Hospices, and other outside agencies.
Develop positive and working relationships with managerial, non-clinical and clinical staff across the Trust.
Show compassion and understanding when exposed to destressing/emotional and unpleasant circumstances taking personal action/escalation to resolve patient issues concerns or complaints.
Communicate sensitive information in a diplomatic manner with departments both internally and externally.
Work flexibly on a rotational rota as and when required.
Work independently at times.
Working for our organisation
The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.
We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services.We are also an international leader in research, with world first breakthroughs for over 100 years.
We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
Detailed job description and main responsibilities
DUTIES AND RESPONSIBILITIES
Responsible for registering and triaging new patients to The Christie on the appropriate patient administration system including routine use of case note tracking system.
Adhere to all written instructions on the proforma with regards to scheduling and booking of appointments.
Responsible for the retrieval of outside notes and films and reports as requested.
To contact patients by phone with regards to their appointments and to annotate in CWP.
To book patients’ transport as per protocol and request interpreters as appropriate
File all relevant paperwork into patient case notes appropriately.
Print out and copy relevant paperwork that has been requested via the SARs team.
Collate and disseminate all incoming and outgoing correspondence appropriately.
To deal effectively with all telephone calls in conjunction with the cancellation and rebooking of patient’s treatments and appointments, and effectively communicate queries from patients, GPs, Hospices, and other outside agencies. Develop positive and working relationships with managerial, non-clinical and clinical staff across the Trust.
Show compassion and understanding when exposed to destressing/emotional and unpleasant circumstances taking personal action/escalation to resolve patient issues concerns or complaints.
Communicate sensitive information in a diplomatic manner with departments both internally and externally.
Work flexibly on a rota as and when required.
Work independently at times.
General reception duties booking patients into clinics and outcoming appointments.
Contribute to the training of new members of staff within a given area as required.
Work with managers and administrative staff to review working practices, identify new improved ways of working, find solutions to problems and improve quality and range of services.
Undertake general clerical tasks as delegated by the Clinical PAs and Clinical Administrators, to contribute to the smooth running of the team.
Ensure that confidentiality is maintained at all times of all written, verbal and electronic information in line with the Trust policies; awareness of data protection and General Data Protection Regulations (GDPR).
This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.
Person specification
Qualifications
Essential criteria- Secondary-level education GCSE Maths and English at C-grade or above, or equivalent
- Evidence of further development
- European Computer Driving Licence or equivalent
- NVQ Level 2 or equivalent
Experience
Essential criteria- Experience in an administrative and clerical setting.
- Proven skills such as organisation, ability to prioritise workload, problem solving and ability to work to tight deadlines.
- Experience of working within a team setting
- Previous administrative and clerical experience in a hospital environment
Skills
Essential criteria- Good communication skills
- Basic IT and keyboarding skills
- Ability to prioritise workload
- Excellent telephone manner
- Attention to detail and accuracy
Knowledge
Essential criteria- Knowledge and familiarity with a range of software including Word, Excel, database packages, e-mail and web browsers.
- Basic knowledge of medical terminology
Values
Essential criteria- Ability to work under pressure
- Ability to work unsupervised or as part of a team
- Good time management skills
- Ability to demonstrate the organisational values and behaviours
Other
Essential criteria- Ability to work under pressure.
- Ability to work as part of an effective team.
- Able to use own initiative.
- Reliability and confidentiality.
- Ability to work flexibly
The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.
We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels.In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.
We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.
As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy
All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.
By applying for this post you are agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system.Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.
If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.
The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.
Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.
You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.