Endoscopy Administrator

Band 3

Administration Staff (Endoscopy)

3 x 37.5 hour posts

Permanent contract

Calderdale Royal Hospital and Huddersfield Royal Infirmary

Receptionist / Administrator

We are looking for a highly motivated and enthusiastic Receptionist/Administrator to work in the Endoscopy department at the Calderdale Royal Hospital and Huddersfield Royal Infirmary.

Endoscopy is a hardworking department with a strong sense of teamwork and you must be able to show that you are able to work as part of a team.

Any enquires please contact De’Anne Durkin on 01422 222502 or Kim Whitehill on 01422 223634.
- Photocopying
- Filing of general correspondence.
- Booking of endoscopy appointments.
- Attend the reception area giving a polite, professional service.
- Assist with the planning of Endoscopy lists ensuring they are fully utilised, thereby ensuring all national and local guidelines on waiting list key standard targets are met.
- Deal with patient enquires.

To provide an efficient receptionist / administration system to support the efficient running of the Endoscopy Unit within the Surgical Division at the Calderdale and Huddersfield NHS Trust.
- Maintain effective working relationships with all staff.
- Filing of general correspondence.
- Attend the reception area giving a polite, professional service.
- Knowledge of a range of administration procedure and an understanding of medical terms. Stage II typing / word processing skills. Ability to use a VDU for extended periods if time and cope with noisy conditions.
- Assist with the planning of Endoscopy lists ensuring they are fully utilised, thereby ensuring all national and local guidelines on waiting list key standard targets are met. Share knowledge and experience with colleagues in an effort to do this more effectively.
- Arrange admission with patients and send out accurate appointments/admission/procedure information, book transport/interpreters and overnight beds where necessary.
- Ability to work on own imitative and make decisions within written guidelines, sometimes without reference to others. Must be able to make last minute changes to admissions/theatre lists to ensure full utilisation of theatre time.
- Offer advice and support to colleagues and demonstrate duties to new members of staff.
- The operation of word processors/personal computers and the recording and reporting of data, maintaining good housekeeping and quality of output.
- Dealing with results and reports of investigation as necessary.
- Ordering of stationary/equipment and maintenance of adequate stock levels
- Distribution of medical case-notes to other departments within the trust.
- Preparation of medical case notes for all endoscopy procedures.
- Maintenance of office filing system.
- Data collection and input of activity on EPR system.
- To have the ability to remain clam at all times and to be able to deal with verbal/aggressive abuse from patients/relatives in a professional manner.
- Knowledge of a range of administration procedures and an understanding of medical terms.
- Attend the reception area giving a polite, professional service.
- Dealing with telephone calls internal and external from wards, patients, general practitioners and the general public whilst exercising judgement to ensure that all relevant personnel are given necessary information.
- Ensure case notes are prepared, located and retrieved for the Endoscopy unit as quickly as possible.
- To be responsible for ensuring all medical case notes from the opposite site are requested well in advance of a patient’s date of admission and are available in a timely manner.
- Collating and printing off various lists for ministers.
- General office duties, photocopying etc.
- Close liaison with Medical Records Department regarding Endoscopy clinics.
- Must be able to provide cover for colleagues in the department i.e. sick/annual leave or excessively busy times, ensuring smooth running of the department.
- In the event that notes cannot be found, to ensure that correct procedure is followed for missing case notes.
- To ensure that you are flexible in your approach to working across both sites when appropriate.
- To complete an incident form if the need arises.
- To ensure that the Endoscopy Admin Manager is informed if there is a system fault or any potential risk related problem.
- To assist the Endoscopy Admin Manager with the training of new staff members and to shadow/mentor them as part of their Induction and training programme.
- Ensure that confidentiality is maintained at all times.
- Be responsible for highlighting any Health & Safety issues to the Endoscopy Admin manager.
- Ensure that Calderdale and Huddersfield NHS Foundation Trust policies and other regulations are applied as appropriate.
- To ensure the making up of case notes is done accurately.
- Any other duties, which are delegated appropriate to the post.