Job summary
We are looking for an individual who is outgoing, enthusiastic and motivated to join our established Therapies Administration Department.
The position will cover all Mid Yorkshire Hospitals NHS Trust sites: Pinderfields, Pontefract and Dewsbury Hospitals and the wider community.
The successful applicant would need to demonstrate great caring, communication, and teamwork skills as being one of the first points of contact with our therapy department. You should be comfortable with listening to patients, speaking on the telephone and have good customer service. All skills and knowledge will be developed further as part of our training programme.
The post is 37.5 hours and based upon these hours our shift patterns are typically 7.45-5 with a half day (7.45-12.45) every 2 weeks to ensure our Receptions and phone lines are covered.
For information about the Job Role please contact Sheena Haigh or Linda Nolan 01924 541451 ** Please Note this advert may close early if there are a suitable number of applications received**
Main duties of the job
Our friendly and flexible team is ready to welcome someone who has a good work ethic, can work under pressure and has a positive attitude. The job involves working on a Reception, we have three different receptions supporting our therapy departments at PGI, DDH & PGH. It is expected you could work at any but will have a rota in advance. We have a telephone system to take calls from our patients. We have to register all referrals into our service, and support our clinicians with the admin process after they triage patients.
We need someone who is keen to help to be more environmentally friendly and reduce our paper usage, as well as give us ideas on how we can be more efficient. There is opportunities for career progression in our therapy administration services as we have bands 2,3 and 4 working in this team and in wider therapy teams.
About us
We provide care and support to over a million people in
Wakefield and Kirklees in their homes, community settings and across our
three hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).
Always striving for excellence, we are at the forefront of
innovation and research, and we invest in teaching and the development of our
workforce.
We live by our values of caring, improving, being respectful
and maintaining high standards. We listen and learn because we aim to make Mid
Yorkshire the best place to work and receive care.
We value diversity and welcome talent and enthusiasm
irrespective of age, disability, neurodivergence, sex, gender identity and
gender expression, race or ethnicity, religion or belief, sexual orientation,
or other personal circumstances including providing unpaid carers support to
someone with a health and care need. As ethnic minority groups, members of the
LGBTQ+ community, and people with a disability/neurodivergence are currently
under-represented across the organisation, we encourage applications from
members of these groups. We have policies and procedures to ensure all
applicants are treated fairly and consistently.
We are proud of our staff networks - who offer valuable
guidance and feedback from those with lived experience.
We have a clear vision and you could be part of this! If
you share our values and you want to make a difference to the lives of our
patients and their families and carers, we would love to hear from you.
Job description
Job responsibilities
- To provide a welcome to the patients who are in contact with the department
- The post holder will be responsible for designated clerical duties in the department
- Play a lead role with administrative tasks in the department e.g. utilising IT systems in line with the departments Key Performance Indicators
- Operate trust IT systems ensuring correct data is held on the departmental database & Trust systems, and update as necessary.
- Promote effective customer focused communication with patients and service users.
- To respond to telephone and / or face to face enquiries complying withdepartmental guidance
- Request, cancel and re-arrange appointments in line with local and national targets.
- To assist with the confidential management of all types of patient record and ensure that all documentation is returned to the appropriate department is accurately complete and promptly dispatched.
- To be responsible for the accurate and timely storing/scanning of records, e.g. referral letters.
- To report maintenance and domestic repairs to appropriate wards/departments on instruction from the departmental manager
- Assist with the preparation of patient records for outpatients in a timely manner as and when required.
- The post holder will give relevant assistance and training as and when required to support all colleagues.
- To arrange transport and interpreter as necessary for the patient in accordance with requirements of the department.
- To carry out general administration duties and provide clerical assistance, as required.
- Ensure that all hospital records are tracked and booked using the departments specific computer system.
- Receive, sort and distribute goods and post delivered to the ward/department.
- Attend regular departmental meetings.
Job description
Job responsibilities
- To provide a welcome to the patients who are in contact with the department
- The post holder will be responsible for designated clerical duties in the department
- Play a lead role with administrative tasks in the department e.g. utilising IT systems in line with the departments Key Performance Indicators
- Operate trust IT systems ensuring correct data is held on the departmental database & Trust systems, and update as necessary.
- Promote effective customer focused communication with patients and service users.
- To respond to telephone and / or face to face enquiries complying withdepartmental guidance
- Request, cancel and re-arrange appointments in line with local and national targets.
- To assist with the confidential management of all types of patient record and ensure that all documentation is returned to the appropriate department is accurately complete and promptly dispatched.
- To be responsible for the accurate and timely storing/scanning of records, e.g. referral letters.
- To report maintenance and domestic repairs to appropriate wards/departments on instruction from the departmental manager
- Assist with the preparation of patient records for outpatients in a timely manner as and when required.
- The post holder will give relevant assistance and training as and when required to support all colleagues.
- To arrange transport and interpreter as necessary for the patient in accordance with requirements of the department.
- To carry out general administration duties and provide clerical assistance, as required.
- Ensure that all hospital records are tracked and booked using the departments specific computer system.
- Receive, sort and distribute goods and post delivered to the ward/department.
- Attend regular departmental meetings.
Person Specification
Qualifications
Essential
- Good general education to include GCSE (or comparable) in English Language and Maths or equivalent experience in administration role.
- IT skills qualifications; GCSE, CLAIT or ECDL computer course
Desirable
- NVQ Level 2 qualification in related subject
Personal attributes
Essential
- Friendly
- Respectful of colleagues
- Calm under pressure
- Good telephone manner
- Ability to ask for help
- Good customer service
- Uses initiative
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality
Skills & Abilities
Essential
- Keyboard skills
- Develop and maintain positive working relationships
- Demonstrate effective and clear written, verbal and telephone, communication skills
- Work with demanding workloads and prioritise tasks
- Maintain a safe working environment for self and others
- Willingness to take on tasks
Desirable
- Proven record of excellent filing and organisational skills
Experience
Essential
- Experience of working with filing systems including electronic
- Experience of good customer or patient care
- Work with IT systems (Systm1, Netcall, Microsoft, email)
- Use of Microsoft Word and emails
Desirable
- Previous experience in an administrative role
- Experience of working within a related area e.g. Health/Social Care Setting
- A willingness to learn NHS computer software systems
- Experience of working with confidential material
Knowledge & Awareness
Essential
- Confidentiality issues
- Awareness of own limitations.
Desirable
- Awareness of Health & Safety issues
- Awareness of Moving & Handling issues.
Person Specification
Qualifications
Essential
- Good general education to include GCSE (or comparable) in English Language and Maths or equivalent experience in administration role.
- IT skills qualifications; GCSE, CLAIT or ECDL computer course
Desirable
- NVQ Level 2 qualification in related subject
Personal attributes
Essential
- Friendly
- Respectful of colleagues
- Calm under pressure
- Good telephone manner
- Ability to ask for help
- Good customer service
- Uses initiative
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality
Skills & Abilities
Essential
- Keyboard skills
- Develop and maintain positive working relationships
- Demonstrate effective and clear written, verbal and telephone, communication skills
- Work with demanding workloads and prioritise tasks
- Maintain a safe working environment for self and others
- Willingness to take on tasks
Desirable
- Proven record of excellent filing and organisational skills
Experience
Essential
- Experience of working with filing systems including electronic
- Experience of good customer or patient care
- Work with IT systems (Systm1, Netcall, Microsoft, email)
- Use of Microsoft Word and emails
Desirable
- Previous experience in an administrative role
- Experience of working within a related area e.g. Health/Social Care Setting
- A willingness to learn NHS computer software systems
- Experience of working with confidential material
Knowledge & Awareness
Essential
- Confidentiality issues
- Awareness of own limitations.
Desirable
- Awareness of Health & Safety issues
- Awareness of Moving & Handling issues.
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
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).
