Job summary
To provide admin support for the Gynaecology administration team. The role involves answering and making telephone calls, booking appointments, scanning documentation, clinic preperation, general administration duties and covering reception areas when needed including occasional weekends. You will contribute to the efficient running of the Gynaecology department on a daily basis.
Main duties of the job
You will be responsible for scanning documentation, assisting with contacting patients regarding appointments, covering reception areas as and when required including occasional weekends and 8am starts. General administrative duties. You will also be assisting with maintaining the theatre schedules to ensure accuracy and attendance of patient attendance
About us
You will be working alongside the Gynaecology Waiting List team and wider administrative team including the Fertility, General Gynaecology and reception teams.
Job description
Job responsibilities
- To maintain patient records ensuring filing is completed in a timely way and notes are available for clinical staff
- Trace patient`s notes to the correct location
- Support team to arrange outpatient appointments
- Answering the telephone and dealing with queries from patients and external individuals
- Printing patient wristbands and address labels as and when needed
- Maintain personal standards of health, safety and security and understand own responsibilities under the Health and Safety at Work Act
- Participate in relevant training as identified through individual performance reviews.
- Participate in holiday absence rota with other members of the admin team covering inpatient and outpatient reception areas including occasional weekend work and 8am starts
- To use databases and/or other systems as appropriate to maintain, record and monitor information
- To act as a contact point, liaising with patients, relatives, medical representatives, GPs/other hospitals, nursing staff, surgical team and support services
- Coordinate with other departments for further associated tests which may be required, e.g. hearing tests, special x-rays
- On behalf of the patient, liaise with other services which they may also require, e.g. transport, sign language, interpreter
- To receive and monitor appointment cancellations from patients, ensuring any issues are escalated to the relevant team
- Ensuring cancelled slots are filled by selecting suitable replacements and contacting patients to come into hospital often at short notice
- To communicate any amendments/changes to scheduled appointments to all relevant staff
- To deal with enquiries in a helpful and courteous manner
- Ensuring that patient confidentiality is maintained at all times
- To assist the administration team as necessary to ensure tasks are achieved to a high standard and within set deadlines
- To work flexibly according to the needs of the service
- To ensure stationery and supplies are monitored regularly and order if needed
- Propose changes to working practice to improve service delivery and implement where agreed.
- Such other reasonable duties appropriate to the band as agreed between the post holder and manager from time to time
- Comply with the data protection Act
- Adhere to Trust/Directorate/Departmental Policies.
Job description
Job responsibilities
- To maintain patient records ensuring filing is completed in a timely way and notes are available for clinical staff
- Trace patient`s notes to the correct location
- Support team to arrange outpatient appointments
- Answering the telephone and dealing with queries from patients and external individuals
- Printing patient wristbands and address labels as and when needed
- Maintain personal standards of health, safety and security and understand own responsibilities under the Health and Safety at Work Act
- Participate in relevant training as identified through individual performance reviews.
- Participate in holiday absence rota with other members of the admin team covering inpatient and outpatient reception areas including occasional weekend work and 8am starts
- To use databases and/or other systems as appropriate to maintain, record and monitor information
- To act as a contact point, liaising with patients, relatives, medical representatives, GPs/other hospitals, nursing staff, surgical team and support services
- Coordinate with other departments for further associated tests which may be required, e.g. hearing tests, special x-rays
- On behalf of the patient, liaise with other services which they may also require, e.g. transport, sign language, interpreter
- To receive and monitor appointment cancellations from patients, ensuring any issues are escalated to the relevant team
- Ensuring cancelled slots are filled by selecting suitable replacements and contacting patients to come into hospital often at short notice
- To communicate any amendments/changes to scheduled appointments to all relevant staff
- To deal with enquiries in a helpful and courteous manner
- Ensuring that patient confidentiality is maintained at all times
- To assist the administration team as necessary to ensure tasks are achieved to a high standard and within set deadlines
- To work flexibly according to the needs of the service
- To ensure stationery and supplies are monitored regularly and order if needed
- Propose changes to working practice to improve service delivery and implement where agreed.
- Such other reasonable duties appropriate to the band as agreed between the post holder and manager from time to time
- Comply with the data protection Act
- Adhere to Trust/Directorate/Departmental Policies.
Person Specification
Shorlisting Criteria
Essential
- Excellent communication and customer care skills
- Achieved grade C or above in English and Maths
- Previous experience of working in customer service / reception setting
- Must be computer literate
Desirable
- Typing qualification / experience
- Experience of working in the NHS or similar organisation in a similar role
Person Specification
Shorlisting Criteria
Essential
- Excellent communication and customer care skills
- Achieved grade C or above in English and Maths
- Previous experience of working in customer service / reception setting
- Must be computer literate
Desirable
- Typing qualification / experience
- Experience of working in the NHS or similar organisation in a similar role
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.
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).
Additional information
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).
