Job summary
If you are looking for an exciting, varied and important role within the NHS and enjoy a challenge then the Obstetrics and Gynaecology Department wishes to appoint a Patient Co-Ordinator.
The post-holder will provide an efficient, confidential and professional service to the Obstetrics and Gynaecology Admin teams. This will include administration support to enable provision of patient care and specialty services. Good communication with patients, relatives, general practitioners and other hospital staff is essential to ensure a proficient, high-quality service for patients and clinicians. The post-holder will be expected to work as part of an Administrative Support Team and will report to the Administration Team Leader.
Hours: 30 Hours (Over a 4/5 day week)
Our team is dynamic and constantly evolving to manage the demand and challenges of the service. We are a friendly and supportive team, who pull together & support each other with varying workloads, working closely together to ensure a positive & caring environment whilst recognising and actively encouraging and supporting individual development needs and career progression. We believe trust & commitment are conducive to performance.
Main duties of the job
As a busy department, we are looking for motivated, enthusiastic & hardworking individuals who fit with our ethos of continual improvement & delivery of the highest quality patient-centred care. This is a responsible role, where you are the pivotal person in the patient's relationship with the Clinical Team.
You will have well-developed communication, organisation & time management skills. You'll be a team player & have excellent interpersonal skills. You will have the ability to work under pressure whilst remaining calm using you own initiative in a logical & methodical way maintaining attention to detail, but be able to multi-task whilst dealing with interruptions.
The role will include supporting Consultants & the Speciality Teams to enable provision of Patient care & Specialty Services. This will include typing to meet Trust turnaround times, resolving patient queries, maintaining accurate data and supporting the Admissions Team. You will also review Consultants Waiting List's in support of patient pathways & full clinic utilisation. It will also involve using the Trusts Procure to Pay (P2P) System for ordering and receipting of items as required and to ensure that stationary levels are maintained for the department.
About us
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK.
We offer
- Generous Annual Leave Allowance starting at 27 days plus Bank Holidays and increasing to 33 days
- Access to the excellent NHS Pension Scheme
- Access to our Health and Well-Being Hub and Employee Assistance Programme
- Access to two on-site Nurseries
- Discounted Public Transport
- Exercise and Activity Classes
- Membership to our popular hospital choir
- Regular formal and informal support
- Safe, supportive and positive working environment with regular, robust supervision
- Access to Mandatory Training
- A wide range of exciting learning opportunities including a number of Apprenticeships in Customer Service and Business and Administration
- Flexible Working
- Reward and Recognition Schemes
Working for Gloucestershire Hospitals NHS Foundation Trust offers a number of discounts for local shops, restaurants and services and entitles you to a Blue Light Card offering further discounts both online and on the high street from large national retailers to local businesses in a wide range of categories including days out, holidays, cars, fashion, gifts and phones.
We value our staff for their contribution and commitment to the NHS, whilst these roles are predominately office based, we are currently reviewing how we can accommodate an element of remote working to support and promote work/life balance.
Job description
Job responsibilities
- Provide administration and secretarial support including but not limited to the accurate typing of clinics and distribution of all patient related correspondence, ensuring that patient pathways and outcomes are recorded accurately on TrakCare, building and cancelling clinics as necessary, checking results for patients plus any other support as required to secretarial team.
- Fully utilise all outpatient clinic capacity by reviewing new and follow up outpatient waiting lists.
- To provide support to colleagues where appropriate to ensure the Trust service delivery standard is maintained.
- Assist with secretarial cover during the absence of colleagues as requested to support the service.
- Regularly informing the Administration Team Leader about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc.
- To deal sensitively with patients offering non-clinical help and advice and utilise experience and knowledge to identify when urgent action may need to be required by medical team for the wellbeing of patient.
- Organisation of admission procedures in negotiation with the clinical staff and patients as requested by the secretary Administration Team Leader. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support and paperwork.
- To use the Trusts Procure to Pay (P2P) System for ordering and receipting of items as required and to ensure that stationary levels are maintained for the department
- To cover colleagues during absences/annual/sick leave as directed by the Administration Team Leader. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
Job description
Job responsibilities
- Provide administration and secretarial support including but not limited to the accurate typing of clinics and distribution of all patient related correspondence, ensuring that patient pathways and outcomes are recorded accurately on TrakCare, building and cancelling clinics as necessary, checking results for patients plus any other support as required to secretarial team.
- Fully utilise all outpatient clinic capacity by reviewing new and follow up outpatient waiting lists.
- To provide support to colleagues where appropriate to ensure the Trust service delivery standard is maintained.
- Assist with secretarial cover during the absence of colleagues as requested to support the service.
- Regularly informing the Administration Team Leader about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g. booking investigations, transcription, etc.
- To deal sensitively with patients offering non-clinical help and advice and utilise experience and knowledge to identify when urgent action may need to be required by medical team for the wellbeing of patient.
- Organisation of admission procedures in negotiation with the clinical staff and patients as requested by the secretary Administration Team Leader. This includes identifying potential dates with the clinical team, negotiation of dates with the patient and any additional co-ordination of staff, equipment, stock, facilities, external support and paperwork.
- To use the Trusts Procure to Pay (P2P) System for ordering and receipting of items as required and to ensure that stationary levels are maintained for the department
- To cover colleagues during absences/annual/sick leave as directed by the Administration Team Leader. You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
Person Specification
Qualifications, Experience and Knowledge
Essential
- Educated to GCSE Grade C/4 or above (or equivalent) in Literacy and Numeracy
- IT literate
- Experience in Microsoft Office packages including Word, Excel and Outlook
- Flexible team worker
- Good communication and social skills
- Ability to use own judgement or initiative after training/competencies agreed
- Ability to work to prioritise work and work to deadlines
Desirable
- Previous secretarial experience
- Understanding and previous experience in medical terminology
Person Specification
Qualifications, Experience and Knowledge
Essential
- Educated to GCSE Grade C/4 or above (or equivalent) in Literacy and Numeracy
- IT literate
- Experience in Microsoft Office packages including Word, Excel and Outlook
- Flexible team worker
- Good communication and social skills
- Ability to use own judgement or initiative after training/competencies agreed
- Ability to work to prioritise work and work to deadlines
Desirable
- Previous secretarial experience
- Understanding and previous experience in medical terminology
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
Gloucestershire Hospitals NHS Foundation Trust
Address
Gynaecology Department, The Women's Centre, Gloucestershire Royal Hospital
Great Western Road
Gloucester
GL1 3NN
Employer's website
https://www.gloshospitals.nhs.uk/ (Opens in a new tab)
