Outpatient Administrator

3 weeks ago

Nottingham, United Kingdom Nottingham University Hospitals NHS Trust Full time

Band 3

**Main area**
- Digestive Diseases Outpatients
- **Grade**
- Band 3
- **Contract**
- Secondment: 12 months
- **Hours**
- Full time - 37.5 hours per week
- **Job ref**
- 164-4770775-A**Site**
- The Nottingham Treatment Centre
- **Town**
- Nottingham
- **Salary**
- £21,730 - £23,177 Per Annum
- **Salary period**
- Yearly
- **Closing**
- 12/01/2023 23:59Job overview

This is an exciting opportunity within Outpatient Services, Ambulatory Care Division based at the NHS Treatment Centre. The Outpatient Administrators core working days are Monday to Friday The hours will be over 5 days, with shift patterns between 8am-6pm You will have excellent customer service skills and be committed to providing a first class service. You will be a conscientious and enthusiastic team player with excellent organisational skills. You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure.

Use your own initiative and respond to queries within and outside of the Organisation with a professional manner to patients, relatives and staff. You will present a professional and polite attitude at all times.

You must be educated to GCSE standard, possess excellent communication skills and be competent in the use of computers systems including Microsoft packages and Medway PAS

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 the role will involve providing high quality admin and clerical support. The post holder will need to use their initiative and skills to develop processes and ensure the effective provision of a quality service.

The role/duties of the post are outlined above. In undertaking this role, the employee will be expected to behave at all times that is consistent with and actively supports the Trust values which are detailed below.

Working for our organisation

You will be a conscientious and enthusiastic team player with excellent organisational skills. You will need to be able to demonstrate a clear understanding of confidentiality issues, be well motivated and reliable. You will be able to understand and accurately convey verbal and written information and be able to remain calm under pressure.

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.

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

Managing the national choose and book system. Ensure all slots are set up within choose and book and polled according to directorate capacity plan

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.

Person specification

Commitment to Trust Values and Behaviours

Essential criteria
- Must be able to demonstrate behaviours consistent with the Trust’s “We are here for you” behavioural standards

Training & Qualifications

Essential criteria
- To be educated to ‘O’ level, GCSE or equivalent standard including English at Grade C

Desirable criteria
- To possess GCSE A-C passes including English and Maths or equivalent

Experience

Essential criteria
- Experience of MS Office
- Previous experience in an office environment
- Understanding of the importance of confi

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