Receptionist/Admin Support- Outpatients, Band 2

Job description

Job responsibilities

- Provide efficient and courteous reception to patients.

- Check all demographics and update Patient Administration System in accordance with Trust policy, taking responsibility for patient confidentiality at all times.

- Inform patients of any delays affecting the smooth running of clinics, direct them to correct waiting area, or to other departments if pre appointment tests are required e.g. x-ray.

- Make appropriate follow up, clearly communicating that to patient or populate pending list in accordance with clinician request.

- Book support service e.g. transport, interpreter for appointment

- Deal with telephone callers professionally and timely.

- Flexibility with hours and working area to provide cover for colleagues across site and department when requested.

- Assist supervisor with on the job training for new staff

- Complete all training in accordance with trust policy, this may mean off site attendance

- Good working knowledge of trust Cancellation/DNA policy

- Maintain a smart, professional appearance at all times, keep reception work area tidy, be familiar with Trust infection control policy

- Deal efficiently and competently on a daily basis with complex administrative tasks often with tight deadlines.

- Being the first point of contact, provide non-clinical advice and exercise own judgement when dealing with enquires and independently communicate effectively on behalf of the team to service users and other professionals.

- Deal professionally and promptly with telephone enquiries, taking and processing messages accurately and maintaining confidentiality at all times as per the Message Taking Policy and ensuring standards for customer services excellence are met.

- Ensuring safeguarding correspondence and other sensitive data is processed and entered correctly and in a timely manner, always adhering to data protection regulations.

- Receive, sort and distribute internal and external mail, ensuring that important and sensitive information is brought to an appropriate persons attention in a timely manner. Stationery and equipment management including ordering and monitoring supplies

- Book and accurately record notes and actions of meetings.

- Attendance at departmental meetings.

- To undertake other administrative duties commensurate with this grade of post in agreement with the relevant line manager.

- Demonstrate daily duties to new starters and less experienced staff to support their induction.

- Have knowledge of the lone working policies and procedures and maintain team contact information.

- Complete the daily administrative functions.

- Assess and manage own workload under the supervision of the line manager.

- To highlight any risks, adverse events or near misses to the line manager.

- Maintain high quality standards by ensuring that the data entered onto Trust systems is accurate, complete and up to date.

- Ensure that all Trust wide standards are maintained and monitored to improve quality and total care to all who come in contact with the service.

- Ensure your work area and equipment is left in a good working condition on a daily basis.

Additional Contact Details

0300 422 3902 CDC Reception

(Monday - Friday 8:00-18:00)

Person Specification

Qualifications

Essential

• GCSE English and Maths Grade C or above, or equivalent
• Computer literate in Microsoft Office packages (Word, Excel, Outlook, Teams)

Desirable

• Word Processing RSA Level 3 or equivalent practical experience
• NVQ in Administration Level 3

Experience, Skills and Knowledge

Essential

• Experience of using own initiative, prioritising workload and utilising organisation skills
• Previous experience working in a busy office environment.
• Able to communicate effectively diverse range of people
• Excellent and accurate attention to detail
• Diary management skills
• Proven organisational and forward planning skills.

Desirable

• Experience of data entry, maintaining databases and data validation of electronic records
• Previous experience working in an NHS Department / knowledge of NHS systems.
• Knowledge and awareness of health and safety issues, risk management and data protection act.

Personal Qualities

Essential

• Ability to multitask
• Excellent team worker
• Ability to use own initiative
• Ability to prioritise workload and work to deadlines
• Ability to work flexibly within a team
• Motivated and innovative.
• Ability to deal with telephone calls/typing letters with potentially distressing or emotional content.

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

Community Diagnostic Centre

Quay House

Gloucester

GL1 2TZ

Employer's website

https://www.gloshospitals.nhs.uk/ (Opens in a new tab)