Medical Administrator

Job description

Job responsibilities

1. To provide the first point of contact for patients, relatives and carers arriving for an outpatient appointment, presenting a professional, calm and confident manner in line with the Trusts Values & Behaviours.

2. To provide a full reception service to the outpatient clinic including, but not limited to:

a. Maintaining accurate information and patient demographics within Trust PAS system

b. Supporting clinical staff in ensuring the Trust meets accessible information standards for patients with communication difficulties

c. Ensuring patients clinical notes are prepared in advance, results are uploaded and arrival and departure times are electronically captured

d. Distribution, collation and inputting of clinic outcomes

e. Book future appointments and recording of non-attendances

3. To update and process all relevant documentation using both manual and computerised systems as necessary.

4. To answer the telephone and deal with all enquiries to the service in a professional, efficient and empathetic manner. To take accurate messages, record details and pass onto the appropriate team/individual as required.

5. To liaise with Clinicians, secretaries and other support services to ensure that patient enquiries and appointments are dealt with appropriately and efficiently.

6. To work on own initiative and ensure work is prioritised and completed in a timely manner as requested by the Nurse in Charge/Wider Team.

7. To fully participate as a member of the outpatient team and demonstrate effective communication with colleagues and the wider team.

8. To communicate all information and messages to patients in a professional and sensitive manner.

9. To collect, open and distribute mail, as directed, as well as photocopying, filing and record keeping as required.

10. To ensure that the patients records are kept up to date and in good order, in accordance with Trust Policy.

Please read the Job description for more detailed information

Person Specification

Education & Qualification

Essential

• 4 GCSE's grade D or above including mathematic and English or equivalent eg level 2 literacy and numeracy qualifications
• Basic knowledge of the Receptionist role (ideally within a healthcare setting).
• Knowledge of the importance of confidentiality and data protection issues in a healthcare environment
• Excellent organisational/time management skills with the ability to prioritise and work on your own initiative when balancing work demands, and adapting to varying working processes and working environments.
• Ability to work in a pressurised working environment with frequent interruptions, which often involves multitasking.
• Excellent communication and interpersonal skills and the ability to interact professionally with patients, relatives and other staff groups. Good knowledge of IT/keyboard skills, including working knowledge of Microsoft applications, along with good literacy and numeracy, to have the ability to accurately input data.
• Accurate touch-typing/word processing skills
• Ability to demonstrate an interest in the role
• Attention to detail and ability to produce accurate documentation
• Ability to deal appropriately with sensitive/confidential information

Desirable

• NVQ 2 in Customer Care or administration experience including face to face working with the general public and ideally within a healthcare setting
• OCR/RSA II (or equivalent) Typing/Word Processing qualification or equivalent measurable level of keyboard skills
• Experience working with the general public
• Experience of working with NHS IT systems
• Experience of working with clinical teams
• A minimum of 6 months typing/word processing experience to include administrative duties
• Medical audio typing experience

Knowledge and Experience

Essential

• Basic knowledge of the Receptionist role (ideally within a healthcare setting).
• Knowledge of the importance of confidentiality and data protection issues in a healthcare environment

Desirable

• OCR/RSA II (or equivalent) Typing/Word Processing qualification or equivalent measurable level of keyboard skills

Education & Qualificiations

Essential

• 4 GCSE's grade D or above including mathematic and English or equivalent eg level 2 literacy and numeracy qualifications
• Basic knowledge of the Receptionist role (ideally within a healthcare setting).

Desirable

• OCR/RSA II (or equivalent) Typing/Word Processing qualification or equivalent measurable level of keyboard skills

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

James Paget University Hospitals NHS Foundation Trust

Address

Norfolk Coastal Centre

Great Yarmouth

NR31 9AQ

Employer's website

https://www.jpaget.nhs.uk/work-for-us/ (Opens in a new tab)