Job summary
Do you have excellent administrative skills and telephone manner? If so, we have the role for you.
We are looking for an efficient, conscientious, well-motivated and enthusiastic Admissions Officer with the skills to provide dedicated clerical support to both the clinical and administrative teams. In this role, you will assist clinical staff in delivering an effective booking service to our patients.
This post is based within the Urology Department at Colchester Hospital and is part time 15 hours per week. This will be worked on a Monday and Tuesday, however this may be subject to change upon needs of the service.
Main duties of the job
The post holder will be responsible for following all processes and procedures to enable the admission of patients for surgery. This will involve negotiating admission dates with patients and clinicians within all performance target deadlines, ensuring accurate recording of patient details onto waiting/theatre lists on the Trust's patient administration system and generating all appropriate documentation.
The Urology department is very busy, so you must be able to work under pressure, delivering excellent patient care. You must possess excellent written and verbal communication and interpersonal skills with excellent keyboard skills.
About us
One of the largest Trust's in East Anglia, East Suffolk and North Essex NHS Foundation Trust (ESNEFT) provide hospital and community health services to people living across a wide geographical area. We deliver care from two main hospitals in Colchester and Ipswich, six community hospitals and in patients' own homes. You will be joining a team of almost 12,000 amazing colleagues providing care to approximately a million people.
Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (if applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a range of services including mental health support. We offer a range of flexible working opportunities.
Our philosophy is that Time Matters to everyone. Across the Trust, we concentrate on improving the things we do and removing those which do not work or cause time delays for our staff and patients.
To support our employees to achieve their career aspirations you may be eligible to obtain a qualification via an apprenticeship. All successful applicants will be required to undertake a skills review to facilitate this. For full details please see the attached Apprenticeship Handbook.
If you are passionate about patient care and want to develop your skills and knowledge then we are keen to hear from you.
Find out about living and working with us - https://www.youtube.com/watch?v=GkPu7HphU8A
Job description
Job responsibilities
- Manage, in conjunction with the Consultants and the Specialty, the waiting list and admissions to ensure that:
- Patients are admitted in accordance with their clinical priority
- Routine patients are admitted strictly in wait time order, as listed, on Patient Tracker Lists (PTL)
- Ensure that patients are booked on to appropriate operating lists and that the lists are filled to an agreed profile,
- Due attention is paid to efficient utilisation of theatre lists
- Ensure all patients cancelled on the day of surgery are re-booked in accordance with trust
- To check the waiting lists on Medway Portal daily. Plan and maintain the waiting list, in accordance with Trust procedure, highlighting problems to the Consultant, Specialty and Operational Coordinator, as
- To be the first point of contact for patients seeking to agree their admission date and to offer admission dates that are strictly 'in turn' and in keeping with clinical
- To offer all patients a choice of dates as outlined in the Patient Access Policy and follow up with a confirmation letter and appropriate patient information leaflets.
- To cross cover workload and phones daily and when annual leave or sickness
- Arranging pre-assessment appointments for all patients attending day or inpatient surgery. Ensure relevant paperwork is available for pre-assessment nurse.
- Recording all pre-assessment appointments and TCI dates on Medway Portal. Print and mail out TCI and Pre-admission letters to
- Suspend patients from the waiting list when appropriate e.g. if the patient wishes to postpone admission for health or personal
- Regularly check the waiting list to ensure that patients with suspension are not
- To update TCI lists, re-arranging cancelled lists and individual bookings, which have been cancelled by either the patient or the hospital, and ensure that the cancelled slots are re-allocated.
- Liaising with different specialty consultant teams for joint
- Maintaining accurate theatre diaries from the theatre schedule
- To notify nursing colleagues of any special needs patients prior to admission or any patient requiring special equipment support at least one week prior to the patient's admission
- To book patient transport for preadmission/admission/discharges as
- Any other duties which may be required by the Operational Coordinator, Service Manager and General Manager
For full details of the responsibilities and duties of this role please see the attached job description.
Job description
Job responsibilities
- Manage, in conjunction with the Consultants and the Specialty, the waiting list and admissions to ensure that:
- Patients are admitted in accordance with their clinical priority
- Routine patients are admitted strictly in wait time order, as listed, on Patient Tracker Lists (PTL)
- Ensure that patients are booked on to appropriate operating lists and that the lists are filled to an agreed profile,
- Due attention is paid to efficient utilisation of theatre lists
- Ensure all patients cancelled on the day of surgery are re-booked in accordance with trust
- To check the waiting lists on Medway Portal daily. Plan and maintain the waiting list, in accordance with Trust procedure, highlighting problems to the Consultant, Specialty and Operational Coordinator, as
- To be the first point of contact for patients seeking to agree their admission date and to offer admission dates that are strictly 'in turn' and in keeping with clinical
- To offer all patients a choice of dates as outlined in the Patient Access Policy and follow up with a confirmation letter and appropriate patient information leaflets.
- To cross cover workload and phones daily and when annual leave or sickness
- Arranging pre-assessment appointments for all patients attending day or inpatient surgery. Ensure relevant paperwork is available for pre-assessment nurse.
- Recording all pre-assessment appointments and TCI dates on Medway Portal. Print and mail out TCI and Pre-admission letters to
- Suspend patients from the waiting list when appropriate e.g. if the patient wishes to postpone admission for health or personal
- Regularly check the waiting list to ensure that patients with suspension are not
- To update TCI lists, re-arranging cancelled lists and individual bookings, which have been cancelled by either the patient or the hospital, and ensure that the cancelled slots are re-allocated.
- Liaising with different specialty consultant teams for joint
- Maintaining accurate theatre diaries from the theatre schedule
- To notify nursing colleagues of any special needs patients prior to admission or any patient requiring special equipment support at least one week prior to the patient's admission
- To book patient transport for preadmission/admission/discharges as
- Any other duties which may be required by the Operational Coordinator, Service Manager and General Manager
For full details of the responsibilities and duties of this role please see the attached job description.
Person Specification
Qualifications
Essential
- Minimum 5 GSCEs and graded C or above in Maths and English
Experience
Essential
- Proven previous experience as an administrator
- Understand requirements of strict confidentiality
- IT skills - Microsoft packages including Word/Excel/Outlook
- Excellent administrative skills
Desirable
- Knowledge/Experience of Hospital setting
- Knowledge/Experience of Lorenzo, Evolve and Bighand systems
Person Specification
Qualifications
Essential
- Minimum 5 GSCEs and graded C or above in Maths and English
Experience
Essential
- Proven previous experience as an administrator
- Understand requirements of strict confidentiality
- IT skills - Microsoft packages including Word/Excel/Outlook
- Excellent administrative skills
Desirable
- Knowledge/Experience of Hospital setting
- Knowledge/Experience of Lorenzo, Evolve and Bighand systems
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).
