Job summary
We are looking for an experienced band 3 clerical assistant who is familiar with managing out-patient booking systems and NHS patient systems. The post holder will work as part of a small dedicated team to provide clerical support to the dietetic team across North and South Warwickshire. The post will be based atWarwick Hospital, Warwick
Key tasks include being the first point of contact for patient queries, booking out-patient appointments (face to face, telephone, video and groups), amending appointments, entering referrals, modifying clinics and resolving tasks on EMIS. Furthermore, you will be responsible for photocopying, minute taking and booking rooms.
We support flexible, and agile working and are able to offer 2 work from home days following the successful completion of the probation process.
Main duties of the job
To provide comprehensive, confidential administrative support to the Warwickshire Dietetic team based at George Eliot, Warwick & Leamington Hospitals.
To actively be involved in the out-patient booking service.
To ensure clinical correspondence with other HCP's is undertaken in a timely manner and available in patients records.
To provide training and support for other administrative staff in the department and contribute to the induction of Dietetic staff.
About us
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Job description
Job responsibilities
To process out-patient and community referrals via EMIS and to ensure clinics are filled; highlighting where waiting lists are increasing or resources are not being used to capacity.
Monitor out-patient and patient group waiting lists ensuring patients are seen within agreed timescales and highlighting where this is not occurring.
To be responsible for blocking clinics/slots and cancelling out-patient clinics and patient groups on EMIS and the cancelling of clinical rooms to enable other service users to use a room that we do not need.
To move or create ad-hoc clinics and extend existing clinics.
To undertake new and follow up appointment bookings for Dietetic clinics and patient groups including telephone bookings.
To undertake cancellation and rescheduling of patient groups, clinics and appointments as required.
To send correspondence to patients and referrers regarding out-patient bookings and attendance.
To enter activity and discharge information onto EMIS.
To handle and process patient records in line with the requirements of the Data Protection Act and Departmental standards.
To retrieve patient records when required.
To monitor and manage the patient literature supplies, ensuring the up to date resources are available in all offices and order as required.
To take and transcribe minutes at meetings.
To deal with incoming telephone calls from staff, patients, external agencies and the general public, taking accurate messages and action when necessary.
To book rooms for patient groups, training and meeting rooms, as requested.
To undertake reception duties, dealing with visitors enquiries in a professional and courteous manner.
To assist in the induction of new dietitians, students and admin staff regarding administration procedures.
To ensure tasks undertaken by junior admin staff are completed to a satisfactory standard and in a timely manner.
To attend and actively participate / contribute at monthly Admin meetings and any other Service meeting deemed appropriate i.e. Locality or Departmental meetings.
To undertake general administrative duties including generating patient correspondence, sending / actioning electronic tasks, scanning documents, filing, photocopying, sending / checking electronic faxes ensuring that they are checked against EMIS and associated paperwork is instigated, check CESIL / Synertec alerts on a rota basis, respond to emails where appropriate, distributing resources, agendas, minutes etc.
Job description
Job responsibilities
To process out-patient and community referrals via EMIS and to ensure clinics are filled; highlighting where waiting lists are increasing or resources are not being used to capacity.
Monitor out-patient and patient group waiting lists ensuring patients are seen within agreed timescales and highlighting where this is not occurring.
To be responsible for blocking clinics/slots and cancelling out-patient clinics and patient groups on EMIS and the cancelling of clinical rooms to enable other service users to use a room that we do not need.
To move or create ad-hoc clinics and extend existing clinics.
To undertake new and follow up appointment bookings for Dietetic clinics and patient groups including telephone bookings.
To undertake cancellation and rescheduling of patient groups, clinics and appointments as required.
To send correspondence to patients and referrers regarding out-patient bookings and attendance.
To enter activity and discharge information onto EMIS.
To handle and process patient records in line with the requirements of the Data Protection Act and Departmental standards.
To retrieve patient records when required.
To monitor and manage the patient literature supplies, ensuring the up to date resources are available in all offices and order as required.
To take and transcribe minutes at meetings.
To deal with incoming telephone calls from staff, patients, external agencies and the general public, taking accurate messages and action when necessary.
To book rooms for patient groups, training and meeting rooms, as requested.
To undertake reception duties, dealing with visitors enquiries in a professional and courteous manner.
To assist in the induction of new dietitians, students and admin staff regarding administration procedures.
To ensure tasks undertaken by junior admin staff are completed to a satisfactory standard and in a timely manner.
To attend and actively participate / contribute at monthly Admin meetings and any other Service meeting deemed appropriate i.e. Locality or Departmental meetings.
To undertake general administrative duties including generating patient correspondence, sending / actioning electronic tasks, scanning documents, filing, photocopying, sending / checking electronic faxes ensuring that they are checked against EMIS and associated paperwork is instigated, check CESIL / Synertec alerts on a rota basis, respond to emails where appropriate, distributing resources, agendas, minutes etc.
Person Specification
Qualifications
Essential
- Obtained an educational level of GCSE level A - C English and Maths or equivalent
- NVQ3, RSA3 or equivalent
Desirable
Experience
Essential
- Experience of using a NHS Patient Administration System or equivalent
- Proven experience of dealing with internal and external clients both face to face and via the telephone
- Proven experience of the organisation and delivery of administrative system
Skills
Essential
- Must be able to demonstrate good communication skills in person, on the telephone and via written methods, including e-mail
- Must be able to take telephone messages accurately and identify those which can be dealt with and those which require to be escalated
- Must be methodical and able to develop, organise and accurately maintain effective administrative systems
- Must be able to demonstrate a high level of accuracy and attention to detail in all work undertaken
- Must be able to accurately take minutes at meetings and word process minutes and agenda's
- Must be able to demonstrate admin procedures to new staff members and students
- Must be able to respond appropriately to varying workloads and prioritise work effectively
- Must be able to deal with interruptions and resume the task in hand without loss of efficiency
- Must be able to use general office equipment
- Must be confident and competent in using Microsoft Word, Excel and Electronic patient records
Personal Qualities
Essential
- Able to work as part of a team in a friendly and enthusiastic manner
- Must be willing to attend and participate in service meetings, as and when required
- Ability to deal with distressing situations patients/relatives
- Able to work on own initiative to meet agreed objectives and seek support and guidance when necessary
- Must be proactive, flexible and able to demonstrate good organisational skills
- To be able to adapt to change
- Must be able to demonstrate an understanding of the need for confidentiality in all aspects of work within the department
Other Job Requirements
Essential
- Must be able to use general office equipment
- Able to manoeuvre boxes of patient records and stationery supplies using recommended moving and handling techniques
- Able to travel to other areas of the county to provide admin cover, attend meetings and training
Person Specification
Qualifications
Essential
- Obtained an educational level of GCSE level A - C English and Maths or equivalent
- NVQ3, RSA3 or equivalent
Desirable
Experience
Essential
- Experience of using a NHS Patient Administration System or equivalent
- Proven experience of dealing with internal and external clients both face to face and via the telephone
- Proven experience of the organisation and delivery of administrative system
Skills
Essential
- Must be able to demonstrate good communication skills in person, on the telephone and via written methods, including e-mail
- Must be able to take telephone messages accurately and identify those which can be dealt with and those which require to be escalated
- Must be methodical and able to develop, organise and accurately maintain effective administrative systems
- Must be able to demonstrate a high level of accuracy and attention to detail in all work undertaken
- Must be able to accurately take minutes at meetings and word process minutes and agenda's
- Must be able to demonstrate admin procedures to new staff members and students
- Must be able to respond appropriately to varying workloads and prioritise work effectively
- Must be able to deal with interruptions and resume the task in hand without loss of efficiency
- Must be able to use general office equipment
- Must be confident and competent in using Microsoft Word, Excel and Electronic patient records
Personal Qualities
Essential
- Able to work as part of a team in a friendly and enthusiastic manner
- Must be willing to attend and participate in service meetings, as and when required
- Ability to deal with distressing situations patients/relatives
- Able to work on own initiative to meet agreed objectives and seek support and guidance when necessary
- Must be proactive, flexible and able to demonstrate good organisational skills
- To be able to adapt to change
- Must be able to demonstrate an understanding of the need for confidentiality in all aspects of work within the department
Other Job Requirements
Essential
- Must be able to use general office equipment
- Able to manoeuvre boxes of patient records and stationery supplies using recommended moving and handling techniques
- Able to travel to other areas of the county to provide admin cover, attend meetings and training
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).
