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Band 2
Job overview
Dual role Receptionist / General Clinical Administrator
About the role
Permanent Part time Receptionist/General Administrator's within Heart Services based at Trent Cardiac Centre, City campus
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.
You will have good organisational skills and be able to manage your workload effectively. It is essential for you to be competent in using computer systems as you will be trained to use Medway PAS and Medway Maternity and other hospital systems appropriate to the role. We require good communication skills and an excellent telephone manner.
Professionalism is expected within this role.
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. The ability to manage your time and prioritise your workload whilst remaining patient focused is essential.
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 and ward attendances. To ensure all patients are dealt with in a polite professional manner at all times and have a positive experience when attending the department, 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 and dealing with telephone queries from the community and patients alike
Working for our organisation
Heart Services is a busy department based at Trent Cardiac Centre on the City Campus. We have a small reception team for the department who work with admin staff, clinicians and ward staff to ensure excellent patient experience.
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
Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary.
Print appointment/procedure confirmation letters as necessary.
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 Medway PAS in advance of clinic date and, using Medway PAS.
Greet patients at reception, check their personal details are correct, and if necessary amend in Medway PAS accordingly, ensuring patient confidentiality.
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.
Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.
Person specification
Training & Qualifications
Essential criteria
- Educated to GCSE or equivalent including Maths and English
- Experience of Microsoft packages
Desirable criteria
- NVQ level 3 in administration or equivalent
Experience
Essential criteria
- Proven general office experience
- Customer service skills
- Experience of Team Working
- Remains calm and co-operative under pressure or in difficult and uncertain situations
Desirable criteria
- Experience of reception work
- Knowledge of hospital IT systems; Medway PAS
Communication skills
Essential criteria
- Ability to communicate in a clear and effective manner with a wide range of people e.g. Patients, visitors, medical staff in a helpful manner
- Ability to develop good working relationships
- Understands and practices the principles of confidentiality
- Ability to provide advice to the general public with advice regarding appointments, facilities, directions etc
Desirable criteria
- Experience relaying information between patients and staff for appointments and general queries
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
- Seeks appropriate training opportunities
Planning and Organisation
Essential criteria
- Evidence of planning and organising of routine tasks
- Ability to work with the designated Standard Operating Procedures to ensure consistent Trust wide practices
- Ability to prioritise workload and use own initiative
- Manages time effectively and displays initiative
- Consistently works to high standards
- Demonstrates enthusiasm and a conscientious approach to work, advocating this to others
- Work to deadlines
- Ability to work within the designated Standard Operating Procedures to ensure consistent Trust wide practice
Physical Skills
Essential criteria
- Be able to stand / walk for prolonged periods
- Be able to work at a computer and keyboard for prolonged periods
- Able to move case notes of various weights from different heights using regulation stools/ladders
- Uses own equipment responsibly
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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
Support with Applications and Interviews: NUH are now able to offer application completion support and interview preparation support. If you would like to be contacted to take up this offer please email wideningparticipation@nuh.nhs.uk providing your name, phone number, and email address and the team will be in touch.
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 (£41.90 for enhanced and £21.90 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.
