Clinical Office Administrator, Trauma and Orthopaedics

Ashford & St. Peter's Hospitals NHS Foundation Trust

This job is now closed

Job summary

We are excited to be in a position to offer a permanent Band 3 post for a Clinical Office Administrator to join our Outpatient Team within the iMSK; in Orthopaedics. The post will be 22.5 hours a week.

The successful applicant will have the ability to work as part of the team in order to deliver high quality customer service, display excellent communication skills, and an understanding of delivering healthcare services. You will need to demonstrate commitment to care quality and performance delivery. You must be a team player with the ability to problem solve and work independently.An understanding of the 18 week patient pathway is preferable, although training will be given. You will be required to use a number of systems including Cerner, Luna, CRIS and Dictate I.T. Previous experience of these systems is desirable, but not essential, as training will be provided.

Please note previous applicants need not re-apply.

Main duties of the job

Liaise with patients to book, cancel and reschedule appointments taking into consideration of 18-week targets. Will need to demonstrate excellent customer service skills, using an understanding and reassuring manner when dealing with patients and their relatives.
As part of a team, provide admin cover from Monday to Friday each week within the specialty.
General office duties including post, filing, photocopying, scanning & answering the phones.
Advising patients on outpatient waiting times.
To be responsible for chasing GPs on patients missing referrals.
To open post and e-mails and record all referrals onto the Patient Administration System, ensuring data accuracy with patient details, GP details and referral dates and highlighting any referrals which require urgent attention and investigating any discrepancies.
To aid in the preparation of patient records for all teams' specialities and adding to Evolve.
To despatch necessary paperwork informing patients that their referral has been received.
To access Cerner and identify new appointments for patients and book suitable appointments within the government target wait times and to the consultant's clinical request then despatch the necessary paperwork associated with that appointment.

About us

Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.

Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey.

We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.

Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.

This is an exciting time to join our Trust, as we work on the expansion of our theatres at Ashford Hospital and move towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures; with care delivered by dedicated, specialist teams in a modern and well-equipped environment.

We hope to use this centre to create an environment of learning and to facilitate training of the next generation of our skilled NHS workforce. Our plans are ambitious - why not, come and be a part of our journey.

Adverts may close early, so applicants are encouraged to submit an application as soon as possible.

Date posted

24 January 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£25,329 to £26,958 a year pa, inc. HCAS, pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

323-AC2700-SK

Job locations

St Peter's Hospital

Guildford Road

Chertsey

KT16 0PZ

Job description

Job responsibilities

You will be the point of contact for booking ERS referrals, taking a large volume of telephone calls, some of which can be very demanding. Able to stay calm under extreme pressure. Work in a large team with many personalities. We also like candidates to be able to work using their own initiative as the Department is extremely busy. You must be a Team Player with the ability to juggle many requests at any one time.

Job description

Job responsibilities

Person Specification

Essential

oAlways puts patients first oCustomer service focus oWilling and able to take personal responsibility oDemonstrates passion for excellence oSeeks out and takes opportunities for improving the service offered oTakes pride in their work and their team oFlexible in their attitudes and behaviours to support team working and delivery of objectives oRespects, values and cares for others oSupports learning and development of self and others oSupports and promotes equality and diversity

Desirable

oYou have knowledge & awareness of diversity and human rights as appropriate to your role oYou are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role, oPatient facing roles- be able to understand an individual's communication, physical & emotional needs; recognise their needs and preferences oAble to provide a customer focussed service oProven organisational skills oFast, accurate copy typing oAble to compose letters on own initiative or with minimal instruction oAble to prioritise work and work to deadlines oAble to use initiative and judgement in dealing properly with day to day issues and queries. oConfident in use of computer package such as Excel oAbility to learn new computer systems oGood written and verbal communication skills oAble to deal sensitively and tactfully with all contacts and maintain confidentiality.

Desirable

Essential

NHS experience NHS systems and procedures Knowledge and experience Cerner

Desirable

oBooking appointments on PAS or Patient Centre system oExperience of working in a front line position with the general public

Person Specification

Essential

oAlways puts patients first oCustomer service focus oWilling and able to take personal responsibility oDemonstrates passion for excellence oSeeks out and takes opportunities for improving the service offered oTakes pride in their work and their team oFlexible in their attitudes and behaviours to support team working and delivery of objectives oRespects, values and cares for others oSupports learning and development of self and others oSupports and promotes equality and diversity

Desirable

oYou have knowledge & awareness of diversity and human rights as appropriate to your role oYou are able to communicate effectively to ensure high standards of care, treatment, service or support as appropriate to your role, oPatient facing roles- be able to understand an individual's communication, physical & emotional needs; recognise their needs and preferences oAble to provide a customer focussed service oProven organisational skills oFast, accurate copy typing oAble to compose letters on own initiative or with minimal instruction oAble to prioritise work and work to deadlines oAble to use initiative and judgement in dealing properly with day to day issues and queries. oConfident in use of computer package such as Excel oAbility to learn new computer systems oGood written and verbal communication skills oAble to deal sensitively and tactfully with all contacts and maintain confidentiality.

Desirable

Essential

NHS experience NHS systems and procedures Knowledge and experience Cerner

Desirable

oBooking appointments on PAS or Patient Centre system oExperience of working in a front line position with the general public

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.