Job summary
Due to the development and expansion of our services to provide a7 day service, we wish to recruit enthusiastic and motivated individuals to our Radiology Admin Team. Radiology operates a24-hour service. You will be required to be flexible in relation to your base of work and will cover a variety of shifts Monday- Sundays8.00am-8.00pm on a rotational basis.
Radiology has three receptions - Main Radiology, MRI and Ultrasound. Radiology Clerical Officers undertake a variety of tasks ensuring the smooth running of the department - tasks include booking patients, organising MRI appointments, reminder calls, processing reports, Image transfer, Medico-legal , answer queries in a variety of communication methods, data entry and data corrections.
This is an exceptional opportunity for a professional with strong interpersonal skills. The post holder needs to have excellent organisational and communication skills to work effectively within the multi-disciplinary team ensuring Radiology continues to provide high quality service to all users.
A flexible and forward thinking approach is needed to meet the challenges of a constantly developing healthcare environment, with a focus on 7 day working.
Informal enquires welcomed by the Radiology Senior Team Leads on 0191 445 2485.
Main duties of the job
Radiology operates a 24-hour service. You will be required to be flexible in relation to your base of work and cover a variety of shifts Monday- Sundays 8.00am-8.00pm on a rotational basis.
- provide a competent and efficient reception service.
- contribute to the delivery of a timely, high quality Radiology service.
- arrange appointments (inpatient and outpatients) and utilise any cancelled appointments.
- deal with patient's notes and ensure they are kept safely, and the confidentiality of the information contained within is maintained.
- handle any queries or telephone enquiries in an accurate and professional manner.
- support and arrange retrieval of x-ray packets from storage (offsite and on site).
- process all image transfer requests received via Image Exchange Portal (IEP), IT service desk ticket system (Cherwell) or Vocera prioritising "blue light" requests.
- process all medico-legal requests in a timely manner and ensure all discs produced are appropriately encrypted.
- monitor the duty task pad (ultrasound) and relay messages in a timely accurate manner.
- ensure daily reports are actioned and reports are emailed securely to relevant referrer.
- allocate images to offsite reporting service.
- Manage own workload by prioritising tasks accordingly in order to meet deadlines.
- Carry out general administration duties e.g. filing, photocopying and scanning etc.
- be flexible and supportive of the changes within the Radiology Services
About us
Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.
Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.
We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.
Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.
We have a number of staff networks including the Global Ethnic Majority (GEM) network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our Armed Forces network is one of our emerging networks.
The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.
Job description
Job responsibilities
Communications and Relationships
- Demonstrate a sensitive and professional approach to patients.
- Deal with anxious patients with tact, persuasion, patience, and discretion
- Recognise where communication difficulties arise and overcome barriers to understanding.
- To maintain a good working relationship with other members of the radiology team and other professionals external to the Radiology Department. Other key working relationships include:
- Medical and nursing staff internal and external
- Consultants and Clinicians
- External agencies e.g. GPs, other Trusts, Private Hospitals
- Keep the senior staff informed of workload and seek advice where necessary.
- Handle routine and non-routine enquiries by letter/email and telephone.
- To attend and contribute to team briefings and staff meetings at regular intervals to facilitate the dissemination of Trust, Hospital and Departmental policies and procedures.
- To contribute to protocols, policies and procedures as required.
- To motivate and encourage junior staff, highlighting where necessary, areas of weakness where improvement is required.
- To ensure patient confidentiality.
- To operate the RIS / PACS System in accordance with agreed policies.
- Contribute to department gaining and retaining imaging services accreditation.
Knowledge, Skills, Training and Experience
- Good standard of general education (GCSE or equivalent, including Maths and English)
- Working knowledge of Windows and Microsoft Outlook, Word, Excel or a similar package
- Recent experience of Radiology Systems (RIS & PACS) and Trust Patient Administration Systems (Careflow)
- Previous administrative experience in a healthcare admin setting.
- Good communication skills both written and verbal.
- Good telephone manner.
- Good organisational skills.
- Ability to work effectively without direct supervision and also within a team.
- Ability to cope with a workload with multiple interruptions, unpredictable patient and colleague routine demands.
- Indicate a willingness and ability to support other team members and the ability to adapt to developing service needs.
- Calm disposition
- Proactive positive attitude
- NVQ Business and Administration Level 2 (or willingness to work towards)
Analytical and Judgemental Skills
- Ability to make unsupervised judgements on patient enquiries and problems.
- Ability to prioritise workload.
- Awareness of when to request advice from senior staff.
- To report operational issues, contribute to service development and promote good working relations within the Trust.
- To identify any risks within own working environment.
Planning and Organisational Skills
- Support the Admin Manager (/nominated Deputy) to ensure the department develops in line with national guidelines and the organisations needs.
- To possess a flexible and independent approach to work
- Ability to work to deadlines.
- Ability to work accurately on own initiative.
- Evidence of time management.
Physical Skills (manual dexterity)
- Keyboard skills
- Speed and accuracy
- Attention to detail.
- General handling of hospital x-ray packets e.g. lifting, sorting and filing
Patient/Client care:
- To take all reasonable precautions to maintain the security of patients and staff within the hospital.
- To adhere to all hospital safety policies and fire regulations are observed and to report any potential hazard as part of the monitoring and control of safe working practices.
- To support any investigation of complaints and untoward incidents within your area, and others when required to by the Administration Manager (/or nominated Deputy) or other senior staff.
- To attend any statutory or mandatory training in line with the Trusts legal responsibility to comply with the Health and Safety and Welfare at Work Act 1974.
- To provide the highest level of care to patients/clients at all times in an accurate, efficient and professional manner
- Responds to anxious patients and their relatives with tact, reassurance, discretion and patience where barriers to understanding arise
- To assist in the delivery of Safecare ensuring that the care delivered is effective, efficient, timely and convenient
- To support initiatives and develop a culture which improves health, safety and security for patients, staff and visitors
- To assist Radiology Management in ensuring all reception areas is kept clean and tidy and in reasonable state of repair, including reporting any equipment faults to management in a timely manner.
Policy and Service Development:
- Works within agreed protocols maintaining patient confidentiality at all times
- To work in accordance with Local and Trust policy
- To work according to the Health and Safety at Work Act.
- To work in accordance with local Infection Control policy.
- Carries out duties in accordance with the Data Protection Act
- Participates in service reviews and actively put forward suggestions for improvement for own work area
- Assist with the investigation of any complaints, adhering to strict deadlines as per Trust policy
- Maintains a safe and clean environment in accordance with the Trusts Health & Safety policy
Financial and Physical Resources e.g. budget, stock and equipment:
- Monitors and orders stationery supplies and consumables
- To be responsible for the maintenance and safe use of office equipment and report if necessary
Human Resources
- Demonstrates own tasks to new staff.
- Participates in appraisals and reviews.
- Undertakes training relevant to role.
Information Resources:
- Issues letters ensuring patients have the relevant information for their appointment
- Audit data to ensure the quality and other factors meet with agreed protocols
- To ensure accurate recording of confidential patient data on the hospital computer system.
- To ensure accurate data entry and effective use of PACS, the Radiology Information System (RIS) and other Trust IT systems as appropriate.
Research and Development:
- To participate in audit in line with Trust policies and procedures
- Completes staff surveys
Freedom to Act
- To be accountable for their own professional actions, works within protocols and standard operating procedures
- To act in accordance with Trust and National Policy
Physical Effort
- Required to stand, reach and crouch whilst retrieving and filing Radiology X-ray packets and digitising films on a regular basis
- Frequent sitting in a restricted position whilst entering data for a substantial proportion of working time
Mental Effort
- Required to concentrate on telephone enquiries and enter data with constant interruptions
EmotionalEffort
- Occasional indirect exposure to distressing or emotional circumstances whilst working on reception
Working Conditions
- Regular VDU usage for substantial proportion of time
- Dusty conditions in filing room and stationery store areas
Job description
Job responsibilities
Communications and Relationships
- Demonstrate a sensitive and professional approach to patients.
- Deal with anxious patients with tact, persuasion, patience, and discretion
- Recognise where communication difficulties arise and overcome barriers to understanding.
- To maintain a good working relationship with other members of the radiology team and other professionals external to the Radiology Department. Other key working relationships include:
- Medical and nursing staff internal and external
- Consultants and Clinicians
- External agencies e.g. GPs, other Trusts, Private Hospitals
- Keep the senior staff informed of workload and seek advice where necessary.
- Handle routine and non-routine enquiries by letter/email and telephone.
- To attend and contribute to team briefings and staff meetings at regular intervals to facilitate the dissemination of Trust, Hospital and Departmental policies and procedures.
- To contribute to protocols, policies and procedures as required.
- To motivate and encourage junior staff, highlighting where necessary, areas of weakness where improvement is required.
- To ensure patient confidentiality.
- To operate the RIS / PACS System in accordance with agreed policies.
- Contribute to department gaining and retaining imaging services accreditation.
Knowledge, Skills, Training and Experience
- Good standard of general education (GCSE or equivalent, including Maths and English)
- Working knowledge of Windows and Microsoft Outlook, Word, Excel or a similar package
- Recent experience of Radiology Systems (RIS & PACS) and Trust Patient Administration Systems (Careflow)
- Previous administrative experience in a healthcare admin setting.
- Good communication skills both written and verbal.
- Good telephone manner.
- Good organisational skills.
- Ability to work effectively without direct supervision and also within a team.
- Ability to cope with a workload with multiple interruptions, unpredictable patient and colleague routine demands.
- Indicate a willingness and ability to support other team members and the ability to adapt to developing service needs.
- Calm disposition
- Proactive positive attitude
- NVQ Business and Administration Level 2 (or willingness to work towards)
Analytical and Judgemental Skills
- Ability to make unsupervised judgements on patient enquiries and problems.
- Ability to prioritise workload.
- Awareness of when to request advice from senior staff.
- To report operational issues, contribute to service development and promote good working relations within the Trust.
- To identify any risks within own working environment.
Planning and Organisational Skills
- Support the Admin Manager (/nominated Deputy) to ensure the department develops in line with national guidelines and the organisations needs.
- To possess a flexible and independent approach to work
- Ability to work to deadlines.
- Ability to work accurately on own initiative.
- Evidence of time management.
Physical Skills (manual dexterity)
- Keyboard skills
- Speed and accuracy
- Attention to detail.
- General handling of hospital x-ray packets e.g. lifting, sorting and filing
Patient/Client care:
- To take all reasonable precautions to maintain the security of patients and staff within the hospital.
- To adhere to all hospital safety policies and fire regulations are observed and to report any potential hazard as part of the monitoring and control of safe working practices.
- To support any investigation of complaints and untoward incidents within your area, and others when required to by the Administration Manager (/or nominated Deputy) or other senior staff.
- To attend any statutory or mandatory training in line with the Trusts legal responsibility to comply with the Health and Safety and Welfare at Work Act 1974.
- To provide the highest level of care to patients/clients at all times in an accurate, efficient and professional manner
- Responds to anxious patients and their relatives with tact, reassurance, discretion and patience where barriers to understanding arise
- To assist in the delivery of Safecare ensuring that the care delivered is effective, efficient, timely and convenient
- To support initiatives and develop a culture which improves health, safety and security for patients, staff and visitors
- To assist Radiology Management in ensuring all reception areas is kept clean and tidy and in reasonable state of repair, including reporting any equipment faults to management in a timely manner.
Policy and Service Development:
- Works within agreed protocols maintaining patient confidentiality at all times
- To work in accordance with Local and Trust policy
- To work according to the Health and Safety at Work Act.
- To work in accordance with local Infection Control policy.
- Carries out duties in accordance with the Data Protection Act
- Participates in service reviews and actively put forward suggestions for improvement for own work area
- Assist with the investigation of any complaints, adhering to strict deadlines as per Trust policy
- Maintains a safe and clean environment in accordance with the Trusts Health & Safety policy
Financial and Physical Resources e.g. budget, stock and equipment:
- Monitors and orders stationery supplies and consumables
- To be responsible for the maintenance and safe use of office equipment and report if necessary
Human Resources
- Demonstrates own tasks to new staff.
- Participates in appraisals and reviews.
- Undertakes training relevant to role.
Information Resources:
- Issues letters ensuring patients have the relevant information for their appointment
- Audit data to ensure the quality and other factors meet with agreed protocols
- To ensure accurate recording of confidential patient data on the hospital computer system.
- To ensure accurate data entry and effective use of PACS, the Radiology Information System (RIS) and other Trust IT systems as appropriate.
Research and Development:
- To participate in audit in line with Trust policies and procedures
- Completes staff surveys
Freedom to Act
- To be accountable for their own professional actions, works within protocols and standard operating procedures
- To act in accordance with Trust and National Policy
Physical Effort
- Required to stand, reach and crouch whilst retrieving and filing Radiology X-ray packets and digitising films on a regular basis
- Frequent sitting in a restricted position whilst entering data for a substantial proportion of working time
Mental Effort
- Required to concentrate on telephone enquiries and enter data with constant interruptions
EmotionalEffort
- Occasional indirect exposure to distressing or emotional circumstances whilst working on reception
Working Conditions
- Regular VDU usage for substantial proportion of time
- Dusty conditions in filing room and stationery store areas
Person Specification
Skills Knowledge and aptitude
Essential
- Indicate a willingness and ability to support other team members and the ability to adapt to developing service needs.
- Good organisational skills.
- Good communication skills both written and verbal.
- Good telephone manner.
Qualifications and Training
Essential
- Good standard of general education (5 GCSE or equivalent, including Maths and English)
- NVQ Business and Administration Level 2.
Experience
Essential
- Working knowledge of windows, outlook, word, excel and powerpoint
Desirable
- Recent Experience of Radiology Systems (RIS & PACS) and Trust Patient Administration Systems (PAS)
- Previous administrative experience in a healthcare admin setting
DISPOSITION
Essential
- Calm disposition.
- Ability to work effectively without direct supervision and within a team.
- Positive, proactive attitude
SPECIAL REQUIREMENTS
Essential
- oAble and willingness to work flexibly within core hours between 8am - 8pm to support 7 day working.
Person Specification
Skills Knowledge and aptitude
Essential
- Indicate a willingness and ability to support other team members and the ability to adapt to developing service needs.
- Good organisational skills.
- Good communication skills both written and verbal.
- Good telephone manner.
Qualifications and Training
Essential
- Good standard of general education (5 GCSE or equivalent, including Maths and English)
- NVQ Business and Administration Level 2.
Experience
Essential
- Working knowledge of windows, outlook, word, excel and powerpoint
Desirable
- Recent Experience of Radiology Systems (RIS & PACS) and Trust Patient Administration Systems (PAS)
- Previous administrative experience in a healthcare admin setting
DISPOSITION
Essential
- Calm disposition.
- Ability to work effectively without direct supervision and within a team.
- Positive, proactive attitude
SPECIAL REQUIREMENTS
Essential
- oAble and willingness to work flexibly within core hours between 8am - 8pm to support 7 day working.
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).
