Job summary
Expected Shortlisting
Date /Interview dateTBC
Our
admin team is crucial is supporting the running of the Ophthalmology eye
clinic and we are looking to expand our team!
The
LTHT Eye department is the largest provider of specialist hospital
Ophthalmology services in the Yorkshire region. The Ophthalmology team
provides a specialist Ophthalmology service for patients in Leeds, Yorkshire
and from across the North of England.
We
are looking for administrative officers to provide reception and administrative support for
our Laser Vision Department and wider Ophthalmology Team. This includes checking in patients, booking appointments and other administrative duties.
The
applicant should be a confident and self-motivated person who works to a high
professional standard. They should work to their own initiative, work
accurately to deadlines, and demonstrate effective time management as it is
an essential part of this role.
The
successful candidate will be responsible for greeting and checking in Laser Vision Patients (both private and NHS), clinic preparation, inputting data accurately and
efficiently into our systems, as well as communicating with patients. The
role requires someone with excellent computer skills and a strong attention
to detail. The candidate will be working as part of a wider team, so would be
a team player and good communicator.This is a full time position, however we would consider part time
applicants.
Main duties of the job
Communicating
with patients via phone regarding appointments
Greeting and checking in patients on reception.
Dealing
with patient queries.
Inputting
data into various systems
Verifying
the accuracy of data entered
Communicating
with team members to ensure data is up-to-date and accurate
Booking outpatient appointments
Maintaining
confidentiality and security of data
About us
The
Eye Department is predominantly based at St James University Hospital, Leeds
but we also offer services to patients at Seacroft Hospital and Wharfedale
Hospital. We are the biggest outpatient department in the Trust.. There are
29 consultants in the wider Ophthalmology Department. The team also trains
Ophthalmic specialist trainees from the region. We have recently moved into a
new outpatient department which has provided us which much more space for
patients and clinicians and includes our Laser Vision Department which
provides refractive services to private patients as well as NHS.
Leeds
Teaching Hospitals is committed to our process of redeploying 'at risk'
members of our existing workforce to new roles. As such, all our job adverts
are subject to this policy and we reserve the right to close, delay or remove
adverts while this process is completed. If you do experience a delay in the
shortlisting stage of the recruitment cycle,
Leeds
Teaching Hospitals is committed to our process of redeploying 'at risk'
members of our existing workforce to new roles. As such, all our job adverts
are subject to this policy and we reserve the right to close, delay or remove
adverts while this process is completed. If you do experience a delay in the
shortlisting stage of the recruitment cycle, please bear with us while this
process is completed, and contact the named contact if you have any
questions.
Job description
Job responsibilities
Process patient correspondence/documentation, letters, reports and other documentation.
Prepare patient documentation for processing, including inputting or scanning
Report and respond to any system faults and errors.
Maintain and update patient/departmental databases, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager
Answer general telephone enquiries and requests to retrieve patient and other documentation.
To ensure that requests for information are dealt with in an efficient and timely manner.
Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality.
Collect and deliver patient documentation/reports around Trust when required.
To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies.
To refer queries or concerns regarding patients and other visitors to the department to appropriate senior staff.
Assisting to maintain high standards of care, including:-
- Maintain a safe working environment, reporting incidents, accidents, complaints
- Understand the need to maintain and respect patient confidentiality
- Participate in in-service training
- Participate in mandatory training annually
- Participate in annual performance appraisal
Visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care.
General office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include:-
Maintain appropriate/agreed levels of stock and non-stock items, including stationery
Maintain diaries for senior staff.
Job description
Job responsibilities
Process patient correspondence/documentation, letters, reports and other documentation.
Prepare patient documentation for processing, including inputting or scanning
Report and respond to any system faults and errors.
Maintain and update patient/departmental databases, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager
Answer general telephone enquiries and requests to retrieve patient and other documentation.
To ensure that requests for information are dealt with in an efficient and timely manner.
Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality.
Collect and deliver patient documentation/reports around Trust when required.
To deal with telephone and in-person queries from patients and relatives, Trust staff and external agencies.
To refer queries or concerns regarding patients and other visitors to the department to appropriate senior staff.
Assisting to maintain high standards of care, including:-
- Maintain a safe working environment, reporting incidents, accidents, complaints
- Understand the need to maintain and respect patient confidentiality
- Participate in in-service training
- Participate in mandatory training annually
- Participate in annual performance appraisal
Visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care.
General office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include:-
Maintain appropriate/agreed levels of stock and non-stock items, including stationery
Maintain diaries for senior staff.
Person Specification
Skills & behaviours
Essential
- Great attention to detail and organisation of work - with personal example of using these attributes
- Being able to problem solve with the ability to identify, analyse and come up with a solution - with personal example
- Being able to communicate on all levels with team members/patients/management - example on how candidate has done this in the past
Desirable
- Compassionate approach to our patients - ensuring we are patient centred - how the candidate would meet this standard
Experience
Essential
- Experience working within an administrative environment - with personal example
- Ability to communicate with a range of people/service users - with personal example
- Good standard of IT knowledge with the ability to understand IT training given - with past example
Desirable
- NHS systems knowledge and knowledge of our trust values
- Experience of working with data processes
Qualifications
Essential
- Literate / Numerate with excellent standard of written and spoken English language
- Computer Literate / Experience of using basic Microsoft Packages - with personal example of using them.
Desirable
- Educated to GSCE or equivalent level
- Certifications within the admin/business field - with information given of certification
Person Specification
Skills & behaviours
Essential
- Great attention to detail and organisation of work - with personal example of using these attributes
- Being able to problem solve with the ability to identify, analyse and come up with a solution - with personal example
- Being able to communicate on all levels with team members/patients/management - example on how candidate has done this in the past
Desirable
- Compassionate approach to our patients - ensuring we are patient centred - how the candidate would meet this standard
Experience
Essential
- Experience working within an administrative environment - with personal example
- Ability to communicate with a range of people/service users - with personal example
- Good standard of IT knowledge with the ability to understand IT training given - with past example
Desirable
- NHS systems knowledge and knowledge of our trust values
- Experience of working with data processes
Qualifications
Essential
- Literate / Numerate with excellent standard of written and spoken English language
- Computer Literate / Experience of using basic Microsoft Packages - with personal example of using them.
Desirable
- Educated to GSCE or equivalent level
- Certifications within the admin/business field - with information given of certification
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.
