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Outpatient Clinic Administrator

3 months ago

Northampton, Northamptonshire, United Kingdom Northampton General Hospital Full time

Position Overview

We are seeking a dedicated and motivated individual to become a vital member of our supportive team of Outpatient Clinic Administrators in the General Surgery department.

Your primary responsibilities will include scheduling patient appointments within an outpatient clinic environment and ensuring that all clinical activities are documented accurately. Strong organizational and communication skills are essential, as you will interact with various staff members, patients, and external service providers.

There may be occasional requirements to assist at the reception area for brief periods.

Key Responsibilities

Facilitate the efficient management of patient pathways and clinic operations by ensuring timely arrangement of all necessary outpatient appointments, maximizing clinic utilization, processing diagnostic tests as requested, and ensuring patients receive prompt treatment in accordance with Trust and national standards.

Address inquiries on behalf of the Clinical Teams through telephone, in-person interactions, or written correspondence, taking appropriate actions within established guidelines.

About Our Organization

Northampton General Hospital is one of the largest employers in the region, embarking on an exciting transformation journey. Our divisions are committed to enhancing efficiency as we modernize and improve our services. We have also formed a collaborative Group Model with Kettering General Hospital NHS Foundation Trust, collectively known as University Hospitals of Northamptonshire.

Our Core Values:

- Compassion

- Accountability

- Respect

- Integrity

- Courage

We aim to attract the most qualified individuals to deliver our services across University Hospitals of Northamptonshire, fostering an environment where everyone can reach their full potential. We value effective communication and strive to promote our job opportunities to all communities.

The Hospital Group encourages applications from individuals representing all protected groups, particularly those from BAME, Disabled, and LGBTQ+ backgrounds, as these groups are currently underrepresented in our workforce.

We recognize the importance of collaborating with colleagues from diverse backgrounds and are committed to creating an inclusive and cooperative work environment.

We have established active Networks to support and promote colleagues from all backgrounds, ensuring that everyone feels valued and has a sense of belonging within Kettering and Northampton General Hospitals.

Job Duties

Primary Responsibilities

- Assist in coordinating clinic schedules to ensure effective time management, collaborating with Consultants and Administration & Clinical Management to confirm staff and room availability.

- Maintain up-to-date records in relevant databases and patient information systems.

- Prepare case note folders and complete necessary documentation for all new patients.

- Ensure patient notes are accurately filled with the required details.

- Promptly file all correspondence and documentation, cross-referencing as necessary.

- Ensure that relevant health records are accessible to the Clinical Team when needed, anticipating demand whenever possible.

- Actively participate in patient tracking processes, including scheduling necessary appointments, following up on results, monitoring waiting lists, and ensuring timely treatment up to discharge when required.

- Compile and input statistical information as needed, in line with Trust requirements.

- Provide general administrative support, including photocopying, filing, and other office tasks.

- Receive and sort daily mail, date-stamping and distributing as appropriate.

- Liaise with other Trust departments, GPs, and healthcare agencies as required.

- Offer assistance to colleagues when necessary.

- Provide cross-cover within the administration team during absences, including occasional reception coverage.

- Adhere to relevant organizational policies, including sickness absence notifications and participation in individual appraisals.

Required Skills and Attributes

Essential Competencies

  • Ability to work independently or collaboratively as part of a team
  • Self-motivated and proactive
  • Understanding of confidentiality requirements
  • High level of attention to detail
  • Approachable and supportive demeanor

Required Skills

  • Effective communication skills, both verbal and written
  • Strong attention to accuracy
  • Excellent organizational abilities

Knowledge & Experience

Essential

  • Experience in prioritizing tasks
  • Proven ability to meet deadlines and targets

Desirable

  • Experience within the NHS
  • Background in an administrative role

Education, Training, and Qualifications

Essential

  • Educated to GCSE level or equivalent