Band 2 Evening Appointment Coordinator

5 months ago

Birmingham, United Kingdom University Hospitals Birmingham Full time

**Job summary**:
An exciting opportunity has arisen to join the busy Appointments Centre for University Hospitals Birmingham which includes Heartlands Hospital, Good Hope Hospital, Queen Elizabeth and Solihull Hospital as an Evening Appointment's Co-Ordinator.

Part time evening positions available at 15 hours per week.

Weekly Pattern to cover core hours: Monday to Friday 17:00 till 20:00

We are currently seeking motivated and dedicated individuals to join our Appointment Centre.

**Main duties, tasks & skills required**:

- Word processing creating basic documents
- Data input, accurately inputting data using a variety of Trust IT systems in a timely way
- Undertake filing, photocopying, scanning of documents as required
- Answering the telephone and taking messages, dealing with them in a timely and efficient way and referring on as appropriate
- Arrange meetings, booking rooms and hospitality as and when required
- Receive and open incoming post and take action as required
- Review and action electronic correspondence and disseminate appropriately
- Be fully conversant with Trust systems relevant to the role. Ensuring all data entered onto the Trust system is accurately entered in a timely way, making relevant changes as required. Strictly adhere to Caldicott guidelines and the Data Protection Act.
- Booking and coordinate appointments for patients using our hospital's scheduling system
- Liaise with patients, doctors, and other healthcare professionals to ensure all slots are fully utilized.
- Monitor clinic capacity for available appointments in a timely manner.
- Undertake work that has been prioritized by the Supervisor / Line Manager.
- Organize own day-to-day work tasks showing an ability to priorities in order to achieve set timescales

**About us**:
We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:
Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.

UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment. This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work. This is more than words. We are taking action. Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO. We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

**Job description**:
1.Communication:

- Provide excellent telephone skills, accurately record telephone messages and other enquiries and refer as appropriate
- Provide effective communication and problem solving both face to face and via telephone
- Be sympathetic and sensitive to the requirements of staff and service users when communicating by telephone or face to face, including dealing with a difficult situation, e.g., aggressive or demanding behaviour; escalating conflict situations where necessary
- Always maintain confidentiality adhering to Caldicott Guidelines and Data Protection Act
- Attend admin team / departmental meetings on a regular basis. Contribute to building effective teamwork in exchanging views, ideas and communicating effectively

2.Analytical and Judgemental Skills/Freedom to Act:

- Ability to make decisions and take actions within the team relating to routine enquiries, whilst receiving support and supervision
- Ability to recognise situations that should be referred onto the Supervisor /Line Manager and take prompt and appropriate action

3.Planning and Organisational Skills:

- Organise own day-to-day work tasks showing an ability to prioritise in order to achieve set timescales
- Undertake work that has been prioritised by the Supervisor / Line Manager
- Book and monitor room bookings
- Arrange meetings as and when required
- Arrange hospitality and travel as and when required
- Book flexible / agency staff as requested
- Monitor stationery and raise orders to replenish stock as and when required

4.Policy and Service Responsibilities:

- Work collaboratively as part of an integrated team
- Work within and keep up to date with National and Trust legislation, guidelines, policies, procedures, protocols and code of conduct relating to own role
- Participate

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