Private Patient Administrative Officer
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
The closing date is 07 April 2025
Job summary
This post is responsible for providing full, responsive, efficient and adaptable administration function to the Private Patient Wing at Wrightington Hospital. The post holder will be expected to provide administrative support to both clinical and non-clinical staff. The post holder will be expected to cover the Private Patient Supervisor through periods of absence and annual leave
The post holder will plan and implement new administrative practices to improve the Private Patient experience
Main duties of the job
- Receive, prioritise and process enquiries from patients and all staff disciplines - either via telephone or face to face.
- Support the Private Patient Supervisor in generating new referrals to the private patient wing
- Handle sensitive situations, confidential issues and patients who may be in a highly distressed or emotional state, whilst maintaining appropriate boundaries.
- Prioritise and forward issues to appropriate clinician as appropriate, recognising and responding to urgent and emergency situations.
- Collate, analyse, validate and monitor the recording of appointment and referral data as and when required
- Be aware of performance targets, particularly in relation to private patient volumes
- Ensure data entry is completed within agreed deadlines.
- Create and provide written reports/spreadsheets as requested by Private Patient Supervisor
- Provide full administrative support relating to Compu-care the private patient system
- Manage multiple work programmes using a variety of software packages (Microsoft Office, Orbit, ORMIS, Internet Explorer, IEP, PACS, Oracle, EPR and Compu-care
- Utilise substantial PAS permissions/functions to monitor and manage the Private Patient clinics and templates, ensuring they are fully utilised according to service and patient needs.
- To book and cancel patient follow up appointments as and when required
- Sort and dispense incoming post.
- Assist in departmental audits
- Identify and implement any service changes or developments.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Job description
Job responsibilities
- Receive, prioritise and process enquiries from patients and all staff disciplines either via telephone or face to face.
- Support the Private Patient Supervisor in generating new referrals to the private patient wing
- Handle sensitive situations, confidential issues and patients who may be in a highly distressed or emotional state, whilst maintaining appropriate boundaries.
- Prioritise and forward issues to appropriate clinician as appropriate, recognising and responding to urgent and emergency situations.
- Collate, analyse, validate and monitor the recording of appointment and referral data as and when required
- Be aware of performance targets, particularly in relation to private patient volumes
- Ensure data entry is completed within agreed deadlines.
- Create and provide written reports/spreadsheets as requested by Private Patient Supervisor
- Provide full administrative support relating to Compu-care the private patient system
- Manage multiple work programmes using a variety of software packages (Microsoft Office, Orbit, ORMIS, Internet Explorer, IEP, PACS, Oracle, EPR and Compu-care
- Utilise substantial PAS permissions/functions to monitor and manage the Private Patient clinics and templates, ensuring they are fully utilised according to service and patient needs.
- To book and cancel patient follow up appointments as and when required
- Sort and dispense incoming post.
- Assist in departmental audits
- Identify and implement any service changes or developments.
- Act as a resource for staff, patients and carers.
- To provide any other duties as relevant to the grade.
Planning and Organisational Duties
- Be able to manage own workload in order to deal with high quantities, broad ranging and complex tasks, adhering to defined timescales.
- Develop, operate and maintain filing systems, both manual and electronic.
- To be responsible for implementing appropriate contingency plans to ensure smooth running of department.
- Arrange meetings with all levels of staff.
- Plan, organise and supervise workload of junior or new clerical staff as and when required.
- Cover the Admin staff as and when required
Job description
Job responsibilities
- Receive, prioritise and process enquiries from patients and all staff disciplines either via telephone or face to face.
- Support the Private Patient Supervisor in generating new referrals to the private patient wing
- Handle sensitive situations, confidential issues and patients who may be in a highly distressed or emotional state, whilst maintaining appropriate boundaries.
- Prioritise and forward issues to appropriate clinician as appropriate, recognising and responding to urgent and emergency situations.
- Collate, analyse, validate and monitor the recording of appointment and referral data as and when required
- Be aware of performance targets, particularly in relation to private patient volumes
- Ensure data entry is completed within agreed deadlines.
- Create and provide written reports/spreadsheets as requested by Private Patient Supervisor
- Provide full administrative support relating to Compu-care the private patient system
- Manage multiple work programmes using a variety of software packages (Microsoft Office, Orbit, ORMIS, Internet Explorer, IEP, PACS, Oracle, EPR and Compu-care
- Utilise substantial PAS permissions/functions to monitor and manage the Private Patient clinics and templates, ensuring they are fully utilised according to service and patient needs.
- To book and cancel patient follow up appointments as and when required
- Sort and dispense incoming post.
- Assist in departmental audits
- Identify and implement any service changes or developments.
- Act as a resource for staff, patients and carers.
- To provide any other duties as relevant to the grade.
Planning and Organisational Duties
- Be able to manage own workload in order to deal with high quantities, broad ranging and complex tasks, adhering to defined timescales.
- Develop, operate and maintain filing systems, both manual and electronic.
- To be responsible for implementing appropriate contingency plans to ensure smooth running of department.
- Arrange meetings with all levels of staff.
- Plan, organise and supervise workload of junior or new clerical staff as and when required.
- Cover the Admin staff as and when required
Person Specification
Knowledge
Essential
- Knowledge of healthcare service organisation
- Knowledge of healthcare systems
Desirable
- Knowledge of private healthcare market
Skills
Essential
- Communication skills including telephone answering
- Basic IT skills
- Ability to work on own initiative independently without supervision
- Produce accurate and concise work
Desirable
- IT skills using Microsoft Word and Excel
Qualifications
Essential
- Good standard of general education including English and Mathematics
Desirable
- NVQ level 2 Administration or similar previous experience.
Experience
Essential
- Previous customer facing role
- Experience of working in healthcare setting
- Experience of working as a team member in a busy and changing environment
- Experience of varying computer and administrivia systems
Desirable
- Supervision of junior staff
- Customer facing role in healthcare, NHS or independent
Additional
Essential
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.
- Flexibility and adaptability
Desirable
- Awareness of performance targets
Person Specification
Knowledge
Essential
- Knowledge of healthcare service organisation
- Knowledge of healthcare systems
Desirable
- Knowledge of private healthcare market
Skills
Essential
- Communication skills including telephone answering
- Basic IT skills
- Ability to work on own initiative independently without supervision
- Produce accurate and concise work
Desirable
- IT skills using Microsoft Word and Excel
Qualifications
Essential
- Good standard of general education including English and Mathematics
Desirable
- NVQ level 2 Administration or similar previous experience.
Experience
Essential
- Previous customer facing role
- Experience of working in healthcare setting
- Experience of working as a team member in a busy and changing environment
- Experience of varying computer and administrivia systems
Desirable
- Supervision of junior staff
- Customer facing role in healthcare, NHS or independent
Additional
Essential
- Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation.
- Flexibility and adaptability
Desirable
- Awareness of performance targets
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.
Employer details
Employer name
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Wrightington Hospital
Hall Lane, Appley Bridge, Wrightington
Wigan
WN6 9EP
