Outpatient Administrator Obstetrics

2 weeks ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

Band 3

**Main area**
- Admin and Clerical
- **Grade**
- Band 3
- **Contract**
- Fixed term: 12 months (or secondment)
- **Hours**
- Full time - 37.5 hours per week
- **Job ref**
- 164-4681488-A**Site**
- City Hospital
- **Town**
- Nottingham
- **Salary**
- £21,730 - £23,177 Per annum
- **Salary period**
- Yearly
- **Closing**
- 23/02/2023 23:59Job overview

Outpatient administrators for the Antenatal service are responsible for helping all women and their families through their pregnancy journey. Dealing with patients, members of the public and other organisations on a daily basis, booking appointments, dealing with referrals and all admin duties involved in the smooth running of the clinic.
You will have a good command of the English language with the ability to understand and accurately convey verbal and written information and you must be well motivated and reliable, with a “can do” attitude. Due to the sensitivity of the role, you will need to be able to demonstrate a clear understanding of confidentiality issues.
You must be committed to a high standard of patient care and safety. You will have a flexible attitude to work and be able to work as part of a multidisciplinary team.

Main duties of the job

In addition to the below summary you need to familiarise yourself with the full Job Description and Person Specification documents attached to this advert

Working as part of the Outpatient team you will be responsible for referrals, booking or amending appointments using Medway PAS, ensuring patients are prioritised according to Trust targets. You will be required to manage clinic reductions and cancellations escalating capacity issues if necessary. You’ll have excellent communication skills to deal appropriately
with enquiries both by telephone and in person. Offering an adaptable and flexible approach to your work and be committed to providing a first class service. You will be a conscientious and enthusiastic team player with excellent organisational and communication skills. You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable.

Working for our organisation

The Antenatal clinic is a busy department with clinic’s running Monday to Friday between the hours of 8 am and 5.30 pm. We have a small team of receptionists / admin across both sites however you will be working along site Midwifes, Consultants, Radiologists and many other colleagues. You will be required to work 37.5 hours a week on a rota basis to cover these hours.
We have clinics based across both QMC and City hospital and you may be required to cover at both sites if needed.
You will need to be confident and professional when dealing with both patients and staff and have an excellent telephone manner.
Attention to detail with the ability to accurately record detailed information in a timely fashion is an essential requirement.
Annual Leave starts at 27 days a year plus bank holidays.

Detailed job description and main responsibilities

Be responsible for arranging partial booking follow up appointments.
Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the directorate management team medical/nursing staff.

Reduce and cancel clinics.

Arrange transport as necessary.

Ensure Referral to treatment patient data quality is accurate at all times.

Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary.

Manage the demand and capacity within the standard operating practice taking decision to escalate to the directorate management team any capacity issues.

Support and facilitate directorates in completion and timely update of their Directory of Services.

Ensure all referrals are logged and booked in a timely manner meeting the standards in the NUH Access Policy.

Responds to any temporary day to day demand and capacity updates required in Medway.

Print appointment/procedure confirmation letters as necessary and send to patients with the relevant information leaflets promptly.

Keep personally updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc.

Notify Outpatient Co-ordinator or designated person of any patients who fail to attend their appointment who will take necessary action in line with department and/or Trust policies.

Receive and respond to enquiries from relatives/external agencies adhering to Trust confidentiality guidelines at all times.

Distributing and opening in-coming mail timely and dealing with appropriately.

Be able to competently use Medway PAS and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.

Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately.

Pr

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