Job summary
Due to the expansion of the service to encompass 7 day working, we have an exciting opportunity for a full-time Senior Clerical Officer to join our administration team, here in the Endoscopy Department.
Reporting to the lead administrator, you will be part of a team responsible for booking various patient appointments, maintain and use hospital systems (IPM, dashboard, ICE, PENS), monitor waiting lists, database entry, liaise with health professionals, deal efficiently and professionally to the requests of all service users and patient enquiries and provide a functional flexibility to meet the demands of the service.
Other duties will include administratively supporting the specialist nurse team with pre-investigation and the E-referral service.
Due to the nature of the work you will be IT literate, able to use most Office software and work unsupervised. Previous experience in the health sector would be an advantage and excellent customer service, the ability to work as part of a team and work to tight deadlines is essential.
You will be expected to be flexible and support the department as and when the need arises. This could include cross-site cover at our Aintree endoscopy department (should the need dictate).
Main duties of the job
To take the lead responsibility for dealing with referrals for all outpatient and day-case appointments endoscopic procedures both diagnostic and therapeutic ensuring that a high quality service is provided at all times, thereby affecting a smooth and efficient running of the department.
To work unsupervised but to be available to give advice to junior members of the team.
About us
Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.
UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.
For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.
Aintree University Hospitalis the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospitalis home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Women's Hospitalspecialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. TheRoyal Liverpool University Hospitalis the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.
For roles at Liverpool Women's, visit theircareers page.
Job description
Job responsibilities
Lead responsibility for the booking of referrals for outpatient and day-case appointments. endoscopic procedures both diagnostic and advanced therapeutic as per guidelines.
Where appropriate ensure appointments are made with the anti-coagulant nurse and/or dietician
The role necessitates a rotation through the lead booking areas within the office including a two week rule service, management of the outpatient pre-invest system, and recording of ward attenders.
Liaising with health professionals, wards A/E and GP surgeries as required.
Dealing with out-patients referrals in accordance with the Choose & Book partial booking system. Registering new patients on the hospital system (IPM) PAS and adding to appropriate waiting list.
Monitor and highlight waiting list breaches and waiting times.
Ensure procedures are booked onto appropriate lists according to the level of skill of the Endoscopist from the information contained within the referral.
Ensure appointment letters are appropriate for the particular procedure to be undertaken. Send out appropriate information leaflets and/or research information for individual patients.
Responsibility for ensuring all outcomes are recorded on the IPM PAS and patients removed from the waiting list as necessary in accordance with the Trusts access policy.
For a full list of duties, please refer to the attached job description and person specification.
Job description
Job responsibilities
Lead responsibility for the booking of referrals for outpatient and day-case appointments. endoscopic procedures both diagnostic and advanced therapeutic as per guidelines.
Where appropriate ensure appointments are made with the anti-coagulant nurse and/or dietician
The role necessitates a rotation through the lead booking areas within the office including a two week rule service, management of the outpatient pre-invest system, and recording of ward attenders.
Liaising with health professionals, wards A/E and GP surgeries as required.
Dealing with out-patients referrals in accordance with the Choose & Book partial booking system. Registering new patients on the hospital system (IPM) PAS and adding to appropriate waiting list.
Monitor and highlight waiting list breaches and waiting times.
Ensure procedures are booked onto appropriate lists according to the level of skill of the Endoscopist from the information contained within the referral.
Ensure appointment letters are appropriate for the particular procedure to be undertaken. Send out appropriate information leaflets and/or research information for individual patients.
Responsibility for ensuring all outcomes are recorded on the IPM PAS and patients removed from the waiting list as necessary in accordance with the Trusts access policy.
For a full list of duties, please refer to the attached job description and person specification.
Person Specification
Skills
Essential
- The ability to work unsupervised and assist Junior members of staff with any work related problems
- The ability to assess, prioritise and plan workload effectively
- Good communication skills
- Become a mentor for junior members of the administration team.
- Ability to deal with the public with tact and discretion
Desirable
- Train new members of staff on the IPM PAS system
Other
Essential
- Flexibility - will be expected to rotate between three main booking areas
- Team Player
Qualifications
Essential
Experience
Essential
- Experience of direct contact/liaison with patients/carers/general public & health professionals
Desirable
- Interest in service design and making improvements in working area
Knowledge
Essential
- Working knowledge of a Hospital Administration system & computer system preferably the IPMPAS , ICE
Desirable
- Knowledge of patient administration and CRIS Scheduling system, acquired through experience
- Gastroenterology and Hepatology background knowledge on tests and procedures.
- Ability to use computer software applications i.e. excel and access.
Person Specification
Skills
Essential
- The ability to work unsupervised and assist Junior members of staff with any work related problems
- The ability to assess, prioritise and plan workload effectively
- Good communication skills
- Become a mentor for junior members of the administration team.
- Ability to deal with the public with tact and discretion
Desirable
- Train new members of staff on the IPM PAS system
Other
Essential
- Flexibility - will be expected to rotate between three main booking areas
- Team Player
Qualifications
Essential
Experience
Essential
- Experience of direct contact/liaison with patients/carers/general public & health professionals
Desirable
- Interest in service design and making improvements in working area
Knowledge
Essential
- Working knowledge of a Hospital Administration system & computer system preferably the IPMPAS , ICE
Desirable
- Knowledge of patient administration and CRIS Scheduling system, acquired through experience
- Gastroenterology and Hepatology background knowledge on tests and procedures.
- Ability to use computer software applications i.e. excel and access.
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).
