Patient Co-ordinator with Data Validation, Band 3

Job summary
Patient Co-ordinator with Data Validation - Band 3 (9 month fixed term contract)
If you are looking for an exciting, varied and important role within the NHS and enjoy a challenge then the Obstetrics and Gynaecology Department wishes to appoint a Patient Co-ordinator who will also support with Data Validation across the Obstetrics and Gynaecology Service.
Our team consists of Patient Co-ordinators and Waiting List Co-ordinators who provide an excellent service to Consultants, and Specialist Nurses in support of Inpatient and Outpatient services. Our team are supported by the Administration Team Leaders who work closely together in support of leading their direct reports & providing cross cover for the wider team & report to the Operational Support Manager.
Our team is dynamic and constantly evolving to manage the demand and challenges of the service. We are a friendly and supportive team, who pull together & support each other with varying workloads, working closely together to ensure a positive & caring environment whilst recognising and actively encouraging and supporting individual development needs and career progression.
Previous Applicants need not Apply
Main duties of the job
The role of Patient Co-ordinator with Data Validation
To provide an efficient, confidential administrative and secretarial service to the Obstetrics and Gynaecology Consultants and their Medical Team to enable provision of patient care and speciality services.
To work as a member of the administration team to ensure service delivery and adequate administration cover is provided.
To adopt a constantly flexible approach to ensure that all Consultant Team and Trust Objectives are completed efficiently and within given timescales.
This role will support the Team Leader with validating data quality issues and identify errors on data entry using various data sources to ensure the data recorded is accurate for the patient and service.
As a busy department, we are looking for motivated, enthusiastic & hardworking individuals who fit with our ethos of continual improvement & delivery of the highest quality patient-centred care. This is a responsible role, where you are the pivotal person in the patient's relationship with the Clinical Team.
You will have well-developed communication, organisation & time management skills. You'll be a friendly and positive team player & have excellent interpersonal skills. You will have the ability to work under pressure whilst remaining calm using you own initiative in a logical & methodical way maintaining attention to detail, but be able to multi-task whilst dealing with interruptions.
About us
Gloucestershire Hospitals NHS Foundation Trust is one of the largest hospital trusts in England, delivering services from two general hospitals in thriving Gloucester and beautiful regency Cheltenham. We have over 8,000 members of staff who are committed to providing high quality acute elective and specialist services under our vision of 'Best Care For Everyone'.
We offer
- Generous Annual Leave Allowance starting at 27 days plus Bank Holidays and increasing to 33 days
- Access to the NHS Pension Scheme
- Access to our Health and Well-Being Hub and Employee Assistance Programme
- Access to on-site Nurseries
- Discounted Public Transport
- Safe, supportive and positive working environment with regular, robust supervision
- A wide range of exciting learning opportunities including a number of Apprenticeships
- Flexible Working - Many of our staff work flexibly in different ways. Please talk to us about the flexibility you need. We can't promise to give you exactly what you want, but we do promise not to judge you for asking.
- Reward and Recognition Schemes
Working for Gloucestershire Hospitals NHS Foundation Trust offers a number of discounts for local shops, restaurants and services and entitles you to a Blue Light Card offering further discounts both online and on the high street from large national retailers to local businesses in a wide range of categories including days out, holidays, cars, fashion, gifts and phones.
Job description
Job responsibilities
- Provide secretarial and administration support including but not limited to the accurate typing of clinics and distribution of all patient related correspondence, ensuring that patient pathways and outcomes are recorded accurately on TrakCare.
- To effectively manage clinical activity and calendars, scheduling appointments and meetings as directed by the Consultant in particular relating to the organisation of Outpatient Clinics during Annual Leave, etc.
- Fully utilise all outpatient clinic capacity by reviewing new and follow up outpatient waiting lists.
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g., booking investigations, transcription, etc.
- Assist and Support in the induction and training of new colleagues as directed by the Administration Team Leader.
- To promote and share best practice with colleagues and peers to ensure highest standards are achieved.
- To provide support to colleagues where appropriate to ensure the Trust service delivery standard is maintained.
- Regularly informing the Administration Team Leader about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.
- To deal sensitively with patients offering non-clinical help and advice and utilise experience and knowledge to identify when urgent action may need to be required by medical team for the wellbeing of patient.
- To provide support to colleagues where appropriate to ensure the Trust service delivery standard is maintained and to cover colleagues during absences/annual/sick leave as directed by the Administration Team Leader.
You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
If you would like to arrange an informal visit and/or meet & greet the team then please contact Jo on the details provided.
If you would like to arrange an informal visit and/or meet & greet the team then please contact Jo on the details provided.
Job description
Job responsibilities
- Provide secretarial and administration support including but not limited to the accurate typing of clinics and distribution of all patient related correspondence, ensuring that patient pathways and outcomes are recorded accurately on TrakCare.
- To effectively manage clinical activity and calendars, scheduling appointments and meetings as directed by the Consultant in particular relating to the organisation of Outpatient Clinics during Annual Leave, etc.
- Fully utilise all outpatient clinic capacity by reviewing new and follow up outpatient waiting lists.
- Highlighting to the clinical team members any results, correspondence or patient queries that need response and taking action e.g., booking investigations, transcription, etc.
- Assist and Support in the induction and training of new colleagues as directed by the Administration Team Leader.
- To promote and share best practice with colleagues and peers to ensure highest standards are achieved.
- To provide support to colleagues where appropriate to ensure the Trust service delivery standard is maintained.
- Regularly informing the Administration Team Leader about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc.
- To deal sensitively with patients offering non-clinical help and advice and utilise experience and knowledge to identify when urgent action may need to be required by medical team for the wellbeing of patient.
- To provide support to colleagues where appropriate to ensure the Trust service delivery standard is maintained and to cover colleagues during absences/annual/sick leave as directed by the Administration Team Leader.
You may also be required to undertake job rotation for cross cover as well as for development and training purposes.
If you would like to arrange an informal visit and/or meet & greet the team then please contact Jo on the details provided.
If you would like to arrange an informal visit and/or meet & greet the team then please contact Jo on the details provided.
Person Specification
Qualifications
Essential

• Educated to GCSE grade C or above (or equivalent) in literacy and numeracy NVQ level three in administration or equivalent experience in a hospital or office environment.
• Proficient typist with keyboard skills.
• Basic understanding of Microsoft Office packages including Word, Excel and Outlook
• IT capable to ensure proficient use of hospital computer systems

Experience
Essential

• IT experience of Microsoft Office packages.
• Proven organisational skills with the ability to prioritise workload and to work to deadlines.
• Good interpersonal skills for dealing with people internal and external to the organisation.

Desirable

• Previous secretarial experience and/or experience in a hospital or office environment
• Understanding and previous experience in medical terminology
• Previous experience of Referral to Treatment and Waiting List Management

Knowledge / Skills
Essential

• An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls.
• Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar.
• Ability to work quickly and accurately.
• Ability to use own judgement and initiative as appropriate.
• Ability to work flexibly within a team.

Desirable

• Knowledge of Referral to Treatment Rules and Procedures

Person Specification
Qualifications
Essential

• Educated to GCSE grade C or above (or equivalent) in literacy and numeracy NVQ level three in administration or equivalent experience in a hospital or office environment.
• Proficient typist with keyboard skills.
• Basic understanding of Microsoft Office packages including Word, Excel and Outlook
• IT capable to ensure proficient use of hospital computer systems

Experience
Essential

• IT experience of Microsoft Office packages.
• Proven organisational skills with the ability to prioritise workload and to work to deadlines.
• Good interpersonal skills for dealing with people internal and external to the organisation.

Desirable

• Previous secretarial experience and/or experience in a hospital or office environment
• Understanding and previous experience in medical terminology
• Previous experience of Referral to Treatment and Waiting List Management

Knowledge / Skills
Essential

• An excellent, professional telephone manner to minimise conflict, resolve queries and maintain the reputation of the organisation when dealing with all calls.
• Good written and verbal communication skills with a good command and understanding of English, punctuation and grammar.
• Ability to work quickly and accurately.
• Ability to use own judgement and initiative as appropriate.
• Ability to work flexibly within a team.

Desirable

• Knowledge of Referral to Treatment Rules and Procedures

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.
Employer details
Employer name
Gloucestershire Hospitals NHS Foundation Trust
Address
Trustwide
Gloucestershire (Gloucester, Cheltenham)
GL1 3NN
Employer's website

---