Receptionist and Administrative Assistant

Job description

Job responsibilities

Act as first point of contact for all patients and visitors, both in person and on the telephone, and always acting in a professional manner, deal with queries using own initiative and taking appropriate action.

Working as part of the receptionist team, always ensure effective communication with colleagues and show flexibility in covering colleagues during periods of annual leave and sickness as required. During busy outpatient clinic times, ensure that patients are kept informed of clinic waits advising of any problems.

Use the Trust and departmental IT systems to register patients, ensure that details are correct, make out-patient appointments, check in/check out of outpatient appointments.

Ensure that outcome forms are completed and actioned as required.

To deal with requests and enquires and forward them to the relevant team member.

Exercising judgement and initiative to analyse and resolve problems, taking appropriate action or referring to the admin and access team leader as appropriate using own judgement.

Ensure the provision of medical records and pull patients notes from any location and ensure all filing is up to date in the patients notes ready for when they attend clinic, following the tracking procedure for all patient notes.

Arrange patient transport as necessary, in line with Trust procedures.

Receive post, parcels and laboratory specimens and process accordingly.

After training, using the hospital computer systems to carry out any of the above duties.

Be aware of patients, and the patients family needs, and if patients or their family appear distressed or need help and support contact the appropriate professional.

Provide support to patients within the centre by answering non-medical queries such as availability of literature, toilets, light switches; how to use vending machines etc.

Provide clerical support to the unit administrator and clinical and nursing staff as required.

Any other general office duties (filing, photocopying etc.) at the request of the Administration Manager which may be needed to fulfil the objectives of the post, which are appropriate to the grade.

Perform any other duties appropriate to the grade and objective of the post as directed by the Admin & Access Team Leader or Departmental Manager.

Person Specification

Qualifications

Essential

• Good basic educational background (eg 5 GCSEs grade 2 or above or equivalent) to include GCSE English. Proficient in IT (Microsoft Office)

Desirable

• NHS experience

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Oxford University NHS Foundation Trust

Address

Haemophilia & Thrombosis Centre, Nuffield Orthopaedic Centre

Windmill Road

Oxford

OX3 7LE

Employer's website

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