University Hospitals Plymouth NHS Trust

Outpatient Room Co-ordinator

Information:

This job is now closed

Job summary

To assist in the provision of an efficient and co-ordinated service to all staff within the Main Outpatient area. Act as a point of contact for all users of the Outpatient Clinic rooms as determined by the Outpatient Reception Management Team including acting as a point of contact for the department.

***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

1. To receive, coordinate and communicate information for users within Outpatients across Main Outpatients, ensuring the most effective use is made of Outpatient resources. This will require effective and close liaison with Clinical Administration managers, medical secretaries, Outpatient staff and data collection of Outpatient Clinics.2. Outpatient Relets and Scheduling3. Reception duties4. Liaison across UPH5. To support the Outpatient Administration Manager and Clinical staff to ensure that Outpatient clinic room capacity is utilised to its maximum.6. To liaise with directorate teams and Outpatient staff to determine available resources and support senior team leaders to plan work accordingly.7. To help support the use of an electronic room booking system.8. To communicate constantly changing situations to relevant parties in a clear and concise manner, via the telephone, MS Teams and face to face.9. To keep an up-to-the-minute record of daily Outpatient rooms to ensure accurate information is managed and relayed to relevant staff.10. To ensure all relevant administrative information is up-to-date and available for reference.11. To assist in the maintenance and update of the Outpatient Booking system.12. To lead the weekly Outpatient Clinic room support meeting.13. To work flexibly to meet service requirements.14. Reception of all visitors to the Main Outpatient area

About us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Details

Date posted

22 October 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year £24,071 - £25,674 Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-AM-A6689779

Job locations

Main Outpatients

Derriford Hospital

Plymouth

PL68DH


Job description

Job responsibilities

1. To receive, coordinate and communicate information for users within Outpatients across Main Outpatients, ensuring the most effective use is made of Outpatient resources. This will require effective and close liaison with Clinical Administration managers, medical secretaries, Outpatient staff and data collection of Outpatient Clinics.

2. Outpatient Relets and Scheduling

3. Reception duties

4. Liaison across UPH

5. To support the Outpatient Administration Manager and Clinical staff to ensure that Outpatient clinic room capacity is utilised to its maximum.

6. To liaise with directorate teams and Outpatient staff to determine available resources and support senior team leaders to plan work accordingly.

7. To help support the use of an electronic room booking system.

8. To communicate constantly changing situations to relevant parties in a clear and concise manner, via the telephone, MS Teams and face to face.

9. To keep an up-to-the-minute record of daily Outpatient rooms to ensure accurate information is managed and relayed to relevant staff.

10. To ensure all relevant administrative information is up-to-date and available for reference.

To assist in the provision of an efficient and co-ordinated service to all staff within the Main Outpatient area. Act as a point of contact for all users of the Outpatient Clinic rooms as determined by the Outpatient Reception Management Team including acting as a point of contact for the department.

For fruther details please see attached JD&PS.

Job description

Job responsibilities

1. To receive, coordinate and communicate information for users within Outpatients across Main Outpatients, ensuring the most effective use is made of Outpatient resources. This will require effective and close liaison with Clinical Administration managers, medical secretaries, Outpatient staff and data collection of Outpatient Clinics.

2. Outpatient Relets and Scheduling

3. Reception duties

4. Liaison across UPH

5. To support the Outpatient Administration Manager and Clinical staff to ensure that Outpatient clinic room capacity is utilised to its maximum.

6. To liaise with directorate teams and Outpatient staff to determine available resources and support senior team leaders to plan work accordingly.

7. To help support the use of an electronic room booking system.

8. To communicate constantly changing situations to relevant parties in a clear and concise manner, via the telephone, MS Teams and face to face.

9. To keep an up-to-the-minute record of daily Outpatient rooms to ensure accurate information is managed and relayed to relevant staff.

10. To ensure all relevant administrative information is up-to-date and available for reference.

To assist in the provision of an efficient and co-ordinated service to all staff within the Main Outpatient area. Act as a point of contact for all users of the Outpatient Clinic rooms as determined by the Outpatient Reception Management Team including acting as a point of contact for the department.

For fruther details please see attached JD&PS.

Person Specification

KNOWLEDGE & EXPERIENCE

Essential

  • Demonstrable experience of managing confidential data.
  • Familiar with patient information and data management programmes
  • Demonstrable experience of dealing with complaints/ issues from staff at all levels
  • Change management skills

Desirable

  • Previous demonstrable experience of managing information within an acute clinical setting
  • Demonstrable service improvement /development skills

QUALIFICATIONS

Essential

  • NVQ Level 3 in Business Admin or equivalent demonstrable experience
  • Proficient in use of Microsoft package and equivalent
  • General keyboarding skills

Desirable

  • Supervisory management qualification or equivalent demonstrable experience

APTITUDE & ABILITIES

Essential

  • Demonstrate excellent communication skills
  • Team worker
  • To have the ability to prioritise
  • Facilitation skills

DISPOSITION / ATTITUDE / MOTIVATION

Essential

  • Ability to develop systems & processes to ensure efficient use of Outpatient clinic rooms
  • Ability to have a flexible and adaptable approach
  • Organised
Person Specification

KNOWLEDGE & EXPERIENCE

Essential

  • Demonstrable experience of managing confidential data.
  • Familiar with patient information and data management programmes
  • Demonstrable experience of dealing with complaints/ issues from staff at all levels
  • Change management skills

Desirable

  • Previous demonstrable experience of managing information within an acute clinical setting
  • Demonstrable service improvement /development skills

QUALIFICATIONS

Essential

  • NVQ Level 3 in Business Admin or equivalent demonstrable experience
  • Proficient in use of Microsoft package and equivalent
  • General keyboarding skills

Desirable

  • Supervisory management qualification or equivalent demonstrable experience

APTITUDE & ABILITIES

Essential

  • Demonstrate excellent communication skills
  • Team worker
  • To have the ability to prioritise
  • Facilitation skills

DISPOSITION / ATTITUDE / MOTIVATION

Essential

  • Ability to develop systems & processes to ensure efficient use of Outpatient clinic rooms
  • Ability to have a flexible and adaptable approach
  • Organised

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.

Certificate of Sponsorship

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.

Certificate of Sponsorship

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).

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Main Outpatients

Derriford Hospital

Plymouth

PL68DH


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Main Outpatients

Derriford Hospital

Plymouth

PL68DH


Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Outpatients Administration Manager

Kate Frude

kate.frude@nhs.net

01752437522

Details

Date posted

22 October 2024

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,071 to £25,674 a year £24,071 - £25,674 Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-AM-A6689779

Job locations

Main Outpatients

Derriford Hospital

Plymouth

PL68DH


Supporting documents

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