Job summary
To provide Reception and Administration support to the Buckinghamshire Sexual Health clinical team, which will involve acting as first point of contact for service users. This will include dealing with routine enquiries, booking appointments on our electronic system, and providing information to patients and staff, either face to face or over the phone, and covering general administration duties to support the wider team.
Main duties of the job
Buckinghamshire Sexual Health have an exciting opportunity for a part time Receptionist to join our friendly Admin and Clerical team based in our busy department at High Wycombe Hospital.
This is a fast-paced environment and the successful candidate will possess excellent communication and customer care skills, the ability to multitask, and be able to provide a warm, friendly and efficient reception service to all visitors to the service.
We work with a diverse range of patients and the post holder must be non-judgemental and empathetic, demonstrating a positive self-motivated attitude, with the ability to remain calm and professional at all times.
The successful candidate will work within a team of admin and reception staff and will undertake a range of reception and administration duties to support the Reception Team Leader and Clinical team.
The ability to communicate professionally and sensitively with members of the public is essential for this busy role. Computer skills are desirable, and training will also be provided on electronic booking systems used within the service.
About us
Why colleagues think we are "a great place to work!"
What does Buckinghamshire Healthcare NHS Trust offer you?
As part of our BHT family, you'll benefit from learning and development opportunities to support your career progression.
Alongside NHS benefits of generous annual leave entitlement and pension scheme, you'll have access to NHS discount schemes.
We provide a range of health and wellbeing services to promote a healthy, happy workforce.
What do we stand for?
Our vision is to provide outstanding care, support healthy communities and be a great place to work.
Our mission is to provide personal and compassionate care every time.
We are working hard to increase diversity at all levels within the trust. We believe a diverse workforce can have a positive effect on both staff wellbeing and patient outcomes.
We welcome applications from black, Asian and minority ethnic candidates, LGBTQ+ candidates, candidates with disabilities and care-experienced candidates.
We are proud to achieve the Gold award for the Armed Forces Covenant and support applications from the Armed Forces Community. Please contact Pam.Daley@nhs.net (our Armed Forces Covenant Lead) if you would like guidance or assistance with your application.
We make employment decisions by matching our service needs with the skills and experience of candidates, regardless of age, disability, gender, gender identity, marriage and civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation.
Job description
Job responsibilities
1: Arrange all appointments within the Sexual Health SDU using Lilie, the service wide patient management system. Ensure all NHS targets and Government waiting list deadlines are met and inform the line manager if the deadlines cannot be achieved.
2: Have the ability, when trained, to distinguish between non-urgent and urgent self-referring patients, contacting/liaising with health advisers when necessary.
3: Working across site within out of hours clinics (evening) as part of a rota system.
4: Work closely with the nursing / medical staff to ensure the smooth running of booked and walk-in contraception and genitourinary clinics.
5: Liaise closely with the medical / nursing team, retrieving and filing patient information into the case notes as requested.
6: Collate and prepare medical record for new patients as required.
7: Register all new patients on the computer database and check that they have not attended previously.
8: Enter diagnosis on to data system when trained.
9: Pull notes and file in accordance with local guidance.
10: Assist in the accurate culling of previous patient medical records where necessary in line with national guidance and locally agreed procedures.
11: Deal with frequent enquiries from a variety of sources whilst maintaining a professional and full functional reception service.
12. Demonstrate a professional, non-judgemental and helpful manner when communicating with colleagues and the public, face to face and on the phone.
13: Communicate verbally in a sensitive and caring manner with patients / clients including situations where patients / clients may be distressed.
14: Answer the telephone and deal with enquiries as appropriate within a reasonable timescale.
15: Open incoming mail and take appropriate action. Out-going post also needs
to be prepared daily.
16: Be responsible on occasions for locking up the reception area at night. Ensure all equipment, computers, doors and filing cabinets are secure, switched off/locked at the end of each day.
17: Any other duties, clerical or otherwise, which are commensurate with the role of this post.
18: Co-ordinate annual leave and provide cover for other reception staff as and when needed across sites.
19: Ensure all resources, physical and human are utilised in an efficient and effective manner.
20: Participate in the training/induction of new team members.
21: Participate in survey or audit as requested.
N.B. Service requirements and attendance at relevant training may require travel to other BHT locations on occasion.
Job description
Job responsibilities
1: Arrange all appointments within the Sexual Health SDU using Lilie, the service wide patient management system. Ensure all NHS targets and Government waiting list deadlines are met and inform the line manager if the deadlines cannot be achieved.
2: Have the ability, when trained, to distinguish between non-urgent and urgent self-referring patients, contacting/liaising with health advisers when necessary.
3: Working across site within out of hours clinics (evening) as part of a rota system.
4: Work closely with the nursing / medical staff to ensure the smooth running of booked and walk-in contraception and genitourinary clinics.
5: Liaise closely with the medical / nursing team, retrieving and filing patient information into the case notes as requested.
6: Collate and prepare medical record for new patients as required.
7: Register all new patients on the computer database and check that they have not attended previously.
8: Enter diagnosis on to data system when trained.
9: Pull notes and file in accordance with local guidance.
10: Assist in the accurate culling of previous patient medical records where necessary in line with national guidance and locally agreed procedures.
11: Deal with frequent enquiries from a variety of sources whilst maintaining a professional and full functional reception service.
12. Demonstrate a professional, non-judgemental and helpful manner when communicating with colleagues and the public, face to face and on the phone.
13: Communicate verbally in a sensitive and caring manner with patients / clients including situations where patients / clients may be distressed.
14: Answer the telephone and deal with enquiries as appropriate within a reasonable timescale.
15: Open incoming mail and take appropriate action. Out-going post also needs
to be prepared daily.
16: Be responsible on occasions for locking up the reception area at night. Ensure all equipment, computers, doors and filing cabinets are secure, switched off/locked at the end of each day.
17: Any other duties, clerical or otherwise, which are commensurate with the role of this post.
18: Co-ordinate annual leave and provide cover for other reception staff as and when needed across sites.
19: Ensure all resources, physical and human are utilised in an efficient and effective manner.
20: Participate in the training/induction of new team members.
21: Participate in survey or audit as requested.
N.B. Service requirements and attendance at relevant training may require travel to other BHT locations on occasion.
Person Specification
Values
Essential
- Communicates openly, honestly and professionally, and actively promotes team working and building strong working relationships
- Patients are always first. Drives service improvements. Strong self-awareness with a desire to grow.
- Treats all with compassion and kindness. Ensures everyone feels valued.
- Consults others and listens to their views/opinions. Enables others to take the initiative
2. EDUCATION, QUALIFICATIONS & TRAINING
Essential
- English Language GCSE grade C or above or equivalent.
- IT/Computer skills to RSA I or equivalent with recent work experience in this field.
3. EXPERIENCE
Essential
- Experience of taking and responding to telephone enquiries from customers and within own organisation and prioritising as necessary
- Recent experience of working within a customer care environment.
- Experience of high demand, team based
- Reception experience desirable.
- Customer Service
Desirable
- Working within the NHS desirable
4. SKILLS, ABILITIES & KNOWLEDGE
Essential
- Patient confidentiality & Data Protection Act.
- Demonstrate ability to be methodical
- Pay attention to detail.
- Good communication skills both verbally and written to enable liaison with multi-disciplinary team.
- Demonstrate ability to organise own workload
- Prioritise and take initiative where necessary.
- Ability to work under pressure & to tight deadlines whilst retaining accuracy and attention to detail.
- Work as part of a team.
- Knowledge of NHS Trust or general experience within the National Health Service
- Knowledge of Word and Excel
5. SPECIAL CIRCUMSTANCES
Essential
- Ability to be flexible within role and working different shift patterns.
Person Specification
Values
Essential
- Communicates openly, honestly and professionally, and actively promotes team working and building strong working relationships
- Patients are always first. Drives service improvements. Strong self-awareness with a desire to grow.
- Treats all with compassion and kindness. Ensures everyone feels valued.
- Consults others and listens to their views/opinions. Enables others to take the initiative
2. EDUCATION, QUALIFICATIONS & TRAINING
Essential
- English Language GCSE grade C or above or equivalent.
- IT/Computer skills to RSA I or equivalent with recent work experience in this field.
3. EXPERIENCE
Essential
- Experience of taking and responding to telephone enquiries from customers and within own organisation and prioritising as necessary
- Recent experience of working within a customer care environment.
- Experience of high demand, team based
- Reception experience desirable.
- Customer Service
Desirable
- Working within the NHS desirable
4. SKILLS, ABILITIES & KNOWLEDGE
Essential
- Patient confidentiality & Data Protection Act.
- Demonstrate ability to be methodical
- Pay attention to detail.
- Good communication skills both verbally and written to enable liaison with multi-disciplinary team.
- Demonstrate ability to organise own workload
- Prioritise and take initiative where necessary.
- Ability to work under pressure & to tight deadlines whilst retaining accuracy and attention to detail.
- Work as part of a team.
- Knowledge of NHS Trust or general experience within the National Health Service
- Knowledge of Word and Excel
5. SPECIAL CIRCUMSTANCES
Essential
- Ability to be flexible within role and working different shift patterns.
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.
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