Job summary
We are looking for someone to join our existing Admissions Booking Team within the Coastal ISU at Torbay Hospital on a permanent 37.5 hour contract booking Gynaecology elective surgery admissions.
The Admissions Office is responsible for booking all elective surgery admissions for the following surgical specialties: Colorectal, ENT, Max Fax, Orthopaedics, Gynaecology, Pain Management, Plastics, Vascular, Upper GI and Urology.
The ideal candidate will need customer care experience, ideally experience of working with patient records and using a hospital database such as IHCS, Galaxy and using Microsoft applications, however this is not mandatory. We would expect candidates to have proven relevant experience of working in a similar role.
Duties will include the booking of pre-operative and consent appointments and admission dates for surgery, liaising with patients and other medical staff face to face and by telephone and data entry.
If you are a good communicator and can work both independently and as part of a team we would like to hear from you.
Main duties of the job
Input details on waiting lists of patients requiring elective surgery hospital on PAS system.
Maintain elective, patient deferred and medically deferred waiting lists including regular validation of all lists.
Dealing appropriately with patients.
Liaise with Consultants on waiting list management in order to meet Government targets.
Arrange pre-assessment clinic appointments, booking on PAS, informing patients, requesting hospital medical notes.
Comply with the requirements of Data Protection Act.
Compile, submit on Galaxy (theatre list system) and distribute theatre lists.
Identifying, resolving and informing others on complex issues where necessary, including forward planning to ensure smooth running of the department.
Working for your organisation
We actively support peoples' rights to have their voice heard in decisions about how their needs are met.
We value everyone's opinion and experience.
We show empathy and kindness to every person.
We strive to provide excellent, innovative services that help people to live their lives to the full.
We work in partnership to achieve the best possible outcomes for our communities.
We aim to provide the highest quality of care by listening to and acting on feedback and using our resources effectively.
Why work with us
About us
The Gynaecology Admissions Team has excellent communication and working relationships between sub-speciality surgical teams, theatre, nursing, and administration teams. This ability to work seamlessly together towards our objectives is the foundation of our success and fosters the excellent working both within and outside the team.
We have 10 consultants and 18 juniors doctors in the department .
Why Work With Us
Job description
Job responsibilities
To ensure that listing forms, queries and data are received, actioned and recorded in an accurate and timely fashion
To be responsible for updating the clinical systems with all confirmed admission dates
To manage own workload
Attend and contribute to regular team meetings
Job description
Job responsibilities
To ensure that listing forms, queries and data are received, actioned and recorded in an accurate and timely fashion
To be responsible for updating the clinical systems with all confirmed admission dates
To manage own workload
Attend and contribute to regular team meetings
Person Specification
Qualifications
Essential
- Good standard of general education to include GCSE in Maths and English or equivalent
- Qualification or experience and knowledge in secretarial/administrative processes and procedures to NVQ Level 3 or equivalent
Desirable
- NVQ Administration Level 2
Knowledge and Experience
Essential
- Knowledge of Microsoft Office software
- Able to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
- Able to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
- Able to overcome language/communication barriers and relay complex information when speaking to patients and colleagues
- Ability to work on own initiative without the need for supervision and prioritise own workload
- Ability to work as part of a team
- Good interpersonal skills
- Able to pass on knowledge effectively to train and supervise new members of the team
- Able to work within given timelines and meet targets
- Able to concentrate for long periods in a busy office environment and work to deadlines
- Basic Excel skills
- Ability to deal with telephone calls from patients, including cancer and terminally ill patients. Also, relatives/representatives/carers of these patients, some of whom may be distressed or angry
- Deal with staff and patient requests & complaints
Desirable
- ECDL
- Knowledge of Trust Patient Administrative & Information Systems
- Understanding of Trust's Access Policy
- Understanding of Referral to Treatment pathways
- Understanding of Patient Tracking Lists (PTL)
- Knowledge of a range of patient computer software packages e.g. Choose & Book, Galaxy Infoflex, CRIS, NBSS
- Knowledge of Planned Care pathways including medical terminology
Person Specification
Qualifications
Essential
- Good standard of general education to include GCSE in Maths and English or equivalent
- Qualification or experience and knowledge in secretarial/administrative processes and procedures to NVQ Level 3 or equivalent
Desirable
- NVQ Administration Level 2
Knowledge and Experience
Essential
- Knowledge of Microsoft Office software
- Able to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
- Able to communicate effectively with patients, all grades of staff and external contacts, both verbally and in writing
- Able to overcome language/communication barriers and relay complex information when speaking to patients and colleagues
- Ability to work on own initiative without the need for supervision and prioritise own workload
- Ability to work as part of a team
- Good interpersonal skills
- Able to pass on knowledge effectively to train and supervise new members of the team
- Able to work within given timelines and meet targets
- Able to concentrate for long periods in a busy office environment and work to deadlines
- Basic Excel skills
- Ability to deal with telephone calls from patients, including cancer and terminally ill patients. Also, relatives/representatives/carers of these patients, some of whom may be distressed or angry
- Deal with staff and patient requests & complaints
Desirable
- ECDL
- Knowledge of Trust Patient Administrative & Information Systems
- Understanding of Trust's Access Policy
- Understanding of Referral to Treatment pathways
- Understanding of Patient Tracking Lists (PTL)
- Knowledge of a range of patient computer software packages e.g. Choose & Book, Galaxy Infoflex, CRIS, NBSS
- Knowledge of Planned Care pathways including medical terminology
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).
