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Administrative Support Officer

2 months ago

Greenock, Inverclyde, United Kingdom NHS Greater Glasgow & Clyde Full time
Job Summary

We are seeking a highly organized and detail-oriented Administrative Support Officer to join our team at NHS Greater Glasgow & Clyde. As an Administrative Support Officer, you will provide comprehensive administrative support to the Radiology Department, ensuring the smooth operation of our services.

Key Responsibilities
  • Provide efficient reception and administrative support within the Radiology Department.
  • Manage the opening and closing of reception areas/department as required.
  • Act as the first point of contact for external and internal patients.
  • Register confidential patient data on RIS, register and update patient demographics efficiently and with a high level of accuracy.
  • Utilize various patient information systems to update patient demographics, appointments, waiting lists, and tracking as necessary to ensure a full audit trail for reports and films.
  • Coordinate CRIS diaries with available Radiologist/Radiographer sessions on distribution of the weekly rota, ensuring that all sessions are filled according to availability of Radiologists and that National Waiting Time Guarantees are achieved.
  • Coordinate all patients' appointment letters, including all relevant information such as fasting instructions, and preparation in accordance with NHS Government Regulations on waiting times.
  • Communicate with patients regarding changed and cancelled patient appointments, as required often at short notice.
  • Organize patient transport and interpreting services as per site protocol.
  • Communicate with patients face to face or via telephone conversation with any concerns they may have regarding appointments, cancellations, waiting list times, and any preparations required for their examination in a sympathetic and diplomatic manner to allay their fears.
  • Issue verified verbal and written diagnostic reports to referrers in line with Departmental policy.
  • Pull films and download PACS images as necessary, ensuring accurate tracking is maintained on CRIS.
  • Plan and organize in advance all necessary documents and film retrieval where required for comparative purposes during reporting.
  • Accurately file films and request cards.
  • Request films from other hospitals for comparative reporting in line with departmental guidelines.
  • Provide information in relation to waiting lists to the supervisor on a daily basis.
  • Carry out basic audits in relation to the number or type of examination requests or patient attendances for service planning purposes.
  • Ensure that research codes are recorded against patient attendances to ensure accurate records are available in relation to research and trials.
  • Undertake housekeeping duties in filing and other A&C areas as outlined in weekly cleaning schedules, including culling of files, tidying of filing areas, and booked within the waiting time targets to the booking office supervisor or office manager.
  • Issue relevant preparatory instructions, either over the telephone or by instruction letter for the examination or procedure, giving priority to urgent requests and ensuring that requests are assigned to the appropriate Consultant's specialist list.
Requirements
  • Proficient in the use of software systems, including Microsoft Office packages i.e. Word, Excel, Outlook, and Teams.
  • Good organizational and communication skills, including the ability to prioritize and work under pressure to tight timescales.
  • Flexible approach and an understanding of the principles of good teamwork.
  • Ability to work proactively on own initiative, flexibly, and independently.
Desirable
  • Basic knowledge and understanding of medical terminology required at entry which will develop through training and experience to a specialist level.
  • Knowledge and understanding of working procedures and regulations related to Imaging acquired through experience.