Job summary
You will be working with a team of paediatric secretaries, to support them in their administrative duties.
The team look after a team of Consultants covering General Paediatrics and specialist services.
The role will be to ensure that clinic letters are posted out in a timely manner, that notes and letters are scanned on to the electronic patient record, and that the post is completed and actioned every day.
Main duties of the job
Reporting to the Assistant Service Manager; assisting in administration and relevant tasks for the rapid turnaround of clinic letters.
Accurate patient administration: new and follow-up appointments are made as necessary, agreeing dates and times with patients.
To deal with patients and external and internal staff enquiries promptly and efficiently in person or via the telephone or email, in a courteous and confidential manner and provide assistance as required.
Adhere to Trust & Government targets, Data protection and Data Quality.
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Our values
We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job
Job description
Job responsibilities
- Prepare and send out outpatient clinic letters and relevant attachments, with accuracy and diligence.
- Prepare and send out outpatient notification letters or notifying by phone where necessary.
- Booking, amending, rescheduling or cancelling clinics as requested by the secretary or Assistant Service Manager.
- Deal with daily internal and external post.
- Scanning paper records and notes onto electronic patient record.
- Responsible for the escalation of risks or pressures in achieving data completion.
- Show empathy when dealing with emotionally distressed patients or family members.
- Be able to concentrate whilst working in a busy, potentially noisy environment.
- To have comprehensive understanding of the duties of, and provide support to, the secretaries. This includes duties such as prioritising and arranging appointments, maintaining the appointment system(s), preparing clinic packs in readiness for clinics and patients records are to be scanned and returned to the Records Library..
- Any other duties relevant to the area of work.
Job description
Job responsibilities
- Prepare and send out outpatient clinic letters and relevant attachments, with accuracy and diligence.
- Prepare and send out outpatient notification letters or notifying by phone where necessary.
- Booking, amending, rescheduling or cancelling clinics as requested by the secretary or Assistant Service Manager.
- Deal with daily internal and external post.
- Scanning paper records and notes onto electronic patient record.
- Responsible for the escalation of risks or pressures in achieving data completion.
- Show empathy when dealing with emotionally distressed patients or family members.
- Be able to concentrate whilst working in a busy, potentially noisy environment.
- To have comprehensive understanding of the duties of, and provide support to, the secretaries. This includes duties such as prioritising and arranging appointments, maintaining the appointment system(s), preparing clinic packs in readiness for clinics and patients records are to be scanned and returned to the Records Library..
- Any other duties relevant to the area of work.
Person Specification
Experience
Essential
- Admin Experience , photocopying, scanning, printing. managing post
- IT Experience - Word, Excel, Google Docs
- Evidence of prioritising workload, working in busy office
Desirable
- NHS Experience
- NHS IT - IPM, Evolve, ICE
- Additional Admin - mailmerges
Education
Essential
- GCSE Maths and English Grade C
Desirable
- Admin courses, Team working courses
Work expereince
Essential
- Working in busy environment, taking instruction
Desirable
- Managing phonecalls and confliciting priorities
Person Specification
Experience
Essential
- Admin Experience , photocopying, scanning, printing. managing post
- IT Experience - Word, Excel, Google Docs
- Evidence of prioritising workload, working in busy office
Desirable
- NHS Experience
- NHS IT - IPM, Evolve, ICE
- Additional Admin - mailmerges
Education
Essential
- GCSE Maths and English Grade C
Desirable
- Admin courses, Team working courses
Work expereince
Essential
- Working in busy environment, taking instruction
Desirable
- Managing phonecalls and confliciting priorities
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).
