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Outpatient Administrative Assistant
2 months ago
Position Overview
We are pleased to present an opportunity to join our Outpatient Services team at Sheffield Children's NHS Foundation Trust.
This is a part-time, permanent position with scheduled hours from Monday to Thursday, 4 PM to 8 PM, and Saturday, 9 AM to 5 PM.
The ideal candidate will possess outstanding communication and collaborative skills. We seek individuals who are empathetic and responsible, treating all colleagues, patients, and service users with dignity while striving for excellence in their duties. A commitment to our core values of equality, diversity, and inclusion is essential.
Key Responsibilities
- Provide a professional clerical and administrative service to outpatient clinics and all associated users, including patients, families, and colleagues.
- Ensure appointment scheduling aligns with the organization's outpatient waiting time standards and patient access policies.
- Deliver work that meets the expected quality and quantity, adhering to departmental standards, key performance indicators, and deadlines.
- Assist in covering other roles within the department during periods of absence.
About Us
At Sheffield Children's, our mission is clear: to foster healthier futures for children and young people. Our strategic objectives include:
- Exceptional Patient Care
- A Supportive Workplace
- Leaders in Pediatric Health
We collaborate effectively with local, regional, and national partners to deliver comprehensive physical and mental healthcare across various settings. Many of our healthcare professionals are recognized nationally and internationally for their expertise.
We take pride in our work and maintain a friendly, welcoming, and motivated environment, guided by our CARE values: Compassion, Accountability, Respect, and Excellence. Our nearly 4,000 staff embody these values, ensuring that patients and their families receive kind and compassionate care.
As we approach our 150th anniversary, we remain dedicated to enhancing our reputation in pediatric health leadership, improving experiences for both patients and staff, and focusing on community health.
Detailed Job Responsibilities
Outpatient Contact Centre Duties
- Answer and manage telephone inquiries received through the Outpatient Appointment Line.
- Address email inquiries from various sources, including appointment rebooking.
- Coordinate the booking of interpreters and transportation as necessary.
- Schedule appointments, ensuring optimal utilization of clinic capacity by filling vacant slots.
Reception Duties at Outpatient Hub/Staff Base
- Welcome visitors in person and provide basic information as needed, assisting with directions and specific requests while overcoming communication barriers.
- Register patients, ensuring that their information is current and accurate.
- Receive and log samples and packages, notifying the relevant department of their arrival.
- Conduct daily reconciliations of all clinics based on electronic outcome forms.
General Responsibilities
- Manage the receipt and filing of all referrals, including those from electronic booking services.
- Scan referrals into the electronic document management system as required.
- Adhere to all organizational policies and procedures, particularly regarding data quality, information governance, and confidentiality.
- Uphold the organization's values consistently.
- Comply with the Data Protection Act and maintain confidentiality.
- Exhibit kindness and courtesy towards patients, visitors, and colleagues.
Person Specification
Knowledge and Skills
Essential
- Proficient keyboard and computer skills.
- Ability to perform under pressure.
- Capacity to use initiative and work collaboratively within a team.
For comprehensive details, please refer to the attached job description and person specification.
Commitment to Inclusive Recruitment
We are dedicated to being an inclusive employer, and accurate data capture is vital to ensure we are supportive and representative. We encourage applicants from diverse backgrounds, including those with disabilities and members of the LGBTQ+ community. If you require adjustments to the recruitment process or wish to learn more about our practices, please reach out to our Recruitment Manager.
Trust Values
The Trust is committed to delivering high-quality patient care, keeping children, young people, and families at the center of our mission by adhering to our CARE values:
- Compassion: Leading with kindness and demonstrating empathy, understanding, and respect.
- Accountability: Striving to do the right thing and taking ownership of responsibilities.
- Respect: Valuing differences, addressing inequality, and fostering an inclusive culture.
- Excellence: Providing a high standard of care.
Qualifications
Essential
- Educated to GCSE standard or equivalent.
- Numerate and literate.
Desirable
- GCSE in Mathematics/English Language.
- NVQ Level 2 in Customer Care.
- NVQ Level 2 in Administration or equivalent experience.
Experience
Essential
- Experience in clerical or reception roles within a public-facing environment.
- Experience interacting with the general public.
- Experience working in a team setting.
Desirable
- Significant clerical or reception experience within the NHS, particularly in a patient administration department.
- Previous experience in inpatient, outpatient, or waiting list management.
- Experience collaborating with medical, nursing, and secretarial staff.
Personal Attributes
Essential
- A pleasant, tactful, and understanding demeanor.
- Ability to communicate sensitively with children, young people, and their families.
- Excellent communication skills.
- Strong attention to detail.
