Job summary
It is an exciting time within Sexual health and HIV services in Woolwich as integrated sexual health/GUM and HIV services continue to develop. We are looking for a part-time sexual health administrator/receptionist.
The successful candidate will work as a member of a multi-disciplinary team. You will be an enthusiastic, reliable, non-judgmental individual, possessing good organisational and communication skills.
Evening work will be required. Although the main base is Trafalgar Clinic the post holder will be expected to work at any of the Lewisham sexual health community clinics as required.There will be a training programme to ensure that you are supported to deliver confidential quality care.
Interviews will take place at Trafalgar Clinic, date to be confirmed. Location details of all Lewisham sexual health clinics can be seen on the website:www.lewishamandgreenwich.nhs.uk
Main duties of the job
The post holder will work to ensure the smooth running of a very busy clinic by;
- Ensure that the clinic is managed efficiently and any concerns escalated
- Key administrative responsibilities to include the day-to-day management of reception.
- Dealing with patient requests, including booking patients in to be seen, arranging appointments, and keeping patients informed of delays. Dealing sensitively with patients who cannot be seen.
- Manage and report issues with reference to relevant policies and procedures.
- Ensuring specimens are packed and transported to lab appropriately
- Chaperoning patients during intimate examinations
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
To assist the service co-ordinator with general administration/clerical duties to ensure the smooth running of the sexual and reproductive service as required.
Key Result Areas & Performance
- Booking appointments for patients on reception and over the phone
- Demonstrating accuracy and completeness of information when using our database system
- Ability to communicate clearly, confidently, and professionally on the phone and face-to-face
- Working as a team player to meet personal and departmental objectives
- An understanding, acceptance, and adherence to the need for strict confidentiality.
- Booking of interpreters for patients according to the Trust policy.
- Provide cover for colleagues during annual leave, sickness, and busy periods this may mean going to different sites.
- Be fully competent in the features of the service computer system and undergo further training when systems are updated and as the job requires.
- Attend additional training as required and assist new staff with training.
- On occasion to manage potentially aggressive, verbally abusive visitors to the service which must be dealt with appropriately following agreed procedures and protocol.
- To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
- Manage tidiness and appearance of reception
- Assist clinical staff, for example by providing support as a chaperone
- Ordering, Receiving and Despatching Goods
Order all stock for services within site as relevant.
- Maintain skills in ordering on SBS system.
- To be responsible for receiving all goods on arrival at bases and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.
- To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.
- General Administration/Clerical
- To take messages ensuring complete confidentiality in accordance with Trust policy.
- General filing and administrative duties as required.
- Accurate data entry.
- Ensure all notice boards are up to date and tidy.
- Provide cover for the above duties across all sites as required.
- To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical records, photocopying and scanning etc. when required.
- Maintain confidentiality at all times.
- To be aware of existing processes and offer suggestions for improving services.
- Ensure all Mandatory training is undertaken in a timely manner.
- Reports all accidents and incidents to a qualified member of staff Any other equivalent duties consistent with the level and purpose of the post.
Job description
Job responsibilities
To assist the service co-ordinator with general administration/clerical duties to ensure the smooth running of the sexual and reproductive service as required.
Key Result Areas & Performance
- Booking appointments for patients on reception and over the phone
- Demonstrating accuracy and completeness of information when using our database system
- Ability to communicate clearly, confidently, and professionally on the phone and face-to-face
- Working as a team player to meet personal and departmental objectives
- An understanding, acceptance, and adherence to the need for strict confidentiality.
- Booking of interpreters for patients according to the Trust policy.
- Provide cover for colleagues during annual leave, sickness, and busy periods this may mean going to different sites.
- Be fully competent in the features of the service computer system and undergo further training when systems are updated and as the job requires.
- Attend additional training as required and assist new staff with training.
- On occasion to manage potentially aggressive, verbally abusive visitors to the service which must be dealt with appropriately following agreed procedures and protocol.
- To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
- Manage tidiness and appearance of reception
- Assist clinical staff, for example by providing support as a chaperone
- Ordering, Receiving and Despatching Goods
Order all stock for services within site as relevant.
- Maintain skills in ordering on SBS system.
- To be responsible for receiving all goods on arrival at bases and notify appropriate personnel ensuring goods go to right person/department, ensuring goods are kept in a secure location until collection.
- To be responsible for ensuring all equipment for repair has the correct paperwork and notification to the appropriate department.
- General Administration/Clerical
- To take messages ensuring complete confidentiality in accordance with Trust policy.
- General filing and administrative duties as required.
- Accurate data entry.
- Ensure all notice boards are up to date and tidy.
- Provide cover for the above duties across all sites as required.
- To be aware of Trust Complaints Procedures and be able to act accordingly and assist in the process by obtaining medical records, photocopying and scanning etc. when required.
- Maintain confidentiality at all times.
- To be aware of existing processes and offer suggestions for improving services.
- Ensure all Mandatory training is undertaken in a timely manner.
- Reports all accidents and incidents to a qualified member of staff Any other equivalent duties consistent with the level and purpose of the post.
Person Specification
Qualifications and Training
Essential
- oGood standard of education NVQ 2 plus additional experience equating to NVQ 3 as outlined below.
- oGCSE English Language or equivalent
Desirable
- oBusiness Administration - Level II or equivalent
- oICare/EMIS Trained
Experience
Essential
- oPrevious experience of working in a busy public facing environment
- oPrevious experience in an admin and reception based role
Desirable
- oPrevious experience of working in a busy environment in a healthcare setting
- oExperience on the ICare/EMIS System and Electronic Discharge Summaries System
- o Previous experience in busy customer service environment
Person Specification
Qualifications and Training
Essential
- oGood standard of education NVQ 2 plus additional experience equating to NVQ 3 as outlined below.
- oGCSE English Language or equivalent
Desirable
- oBusiness Administration - Level II or equivalent
- oICare/EMIS Trained
Experience
Essential
- oPrevious experience of working in a busy public facing environment
- oPrevious experience in an admin and reception based role
Desirable
- oPrevious experience of working in a busy environment in a healthcare setting
- oExperience on the ICare/EMIS System and Electronic Discharge Summaries System
- o Previous experience in busy customer service environment
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
