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Gynaecology Appointment Coordinator
3 months ago
Position Overview
The primary objective of this position is to assist the Gynaecology Division with various administrative responsibilities. This multifaceted role focuses on scheduling and managing patient appointments, addressing inquiries via phone and email, preparing documentation for clinics, and resolving general administrative issues. The individual in this role will occasionally be required to oversee the reception area, serving as the initial point of contact for patients upon their arrival and while they await their appointments. Additionally, support for the secretarial team through typing correspondence may be necessary.
The responsibilities of the postholder revolve around delivering a compassionate, professional, and welcoming reception service to all patients attending appointments within the Division. The role also demands effective administrative capabilities in a fast-paced environment, ensuring comprehensive reception and administrative support for the clinical staff involved in patient care.
Key Responsibilities
- Greet patients and visitors to the Division in a warm and courteous manner, ensuring they are well-informed.
- Perform a variety of office tasks daily, including managing emails, responding to patient inquiries via phone, scheduling appointments based on referral letters, filing, and other routine activities.
- Address telephone inquiries, emails, and voicemail messages from general practitioners, patients, their families, and trust personnel, responding appropriately in a timely, polite, and helpful manner.
- Ensure that case notes are prepared and available in accordance with established procedures for designated outpatient clinics.
- Scan and attach electronic referrals to patients' individual electronic records.
- Communicate professionally with general practitioners, practice managers, and all hospital staff regarding services, referrals, and appointment systems.
- Undertake audio transcription and typing of clinic and miscellaneous digital dictation as directed by the Division.
About Our Organization
At the Royal United Hospitals Bath NHS Foundation Trust, we prioritize people in all that we do, collaborating as a unified team to positively impact our patients, colleagues, and community. Regardless of your role, we appreciate every contribution towards the exceptional, patient-centered care we are known for.
We take pride in being recognized among the top 20 best hospitals to work for in the country.
Our commitment to fostering a compassionate and inclusive environment is evident in our expanding community of staff networks, which celebrate achievements and create opportunities for dialogue and learning. We value diversity, promote kindness and civility, and firmly believe that our differences strengthen us.
A culture of continuous learning, development, and innovation is woven throughout our organization. We aim to support you in thriving and reaching your full career potential.
We prioritize staff wellbeing through a well-established support program, believing in a holistic approach that encompasses all aspects of a healthy lifestyle, including physical, emotional, spiritual, and financial wellbeing.
We are dedicated to supporting you and hope you consider joining our team.
Job Responsibilities
For further details regarding this role, please refer to the attached person specification and job description.
Qualifications & Training
Essential
- GCSE Grade C or above in English and Maths (or equivalent).
Desirable
- A-Level education (or equivalent) or relevant experience.
- IT skills qualification.
- Secretarial or typing qualification.
Knowledge & Experience
Essential
- Prior experience in a customer or patient-focused environment.
- Experience in an administrative or reception role.
Desirable
- Experience within the NHS or similar healthcare settings.
- Familiarity with electronic patient administration systems.
- Knowledge of medical terminology.
Specific Skills
Essential
- Proficient in computer use, particularly Microsoft Office applications.
- Ability to prioritize workload effectively to meet deadlines.
- Capable of managing conflict and differing opinions maturely.
