Outpatients Administrator

**Job overview**:
This role will be part of the Centralised Pre-Operative Assessment Unit working across Nottingham University Hospitals sites including Nottingham City Hospital, Queen's Medical Centre and NHS Treatment Centre. The postholder will work 4 days per week 8am - 6pm. You will be providing high quality admin and clerical support in the form of booking pre-operative and anesthetic appointments using electronic booking systems and liaise closely with all departments involved in providing timely appointments for patients.

The Pre-Operative Assessment Unit is a busy unit providing assessments to all types of patients from different surgical pathways. The Unit is made up of Consultant Anesthetists, Nurses, HCA's and Admin and Clerical Staff.

**Main duties of the job**:
The main duties of the role will include;

Working as part of the outpatient team based across 3 sites.

Ability to use initiative and judgement in dealing with non-routine enquiries and situations

Ability to exercise judgement and initiative when dealing with urgent enquiries and knowing when to escalate.

Liaise closely with all departments involved in providing timely appointments for patients.

Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the directorate management team medical/nursing staff.

Reduce and cancel clinics

**Working for our organisation**:
Caring and helpful

Polite, respect individuals, thoughtful, welcoming

Helpful, kind, supportive, don’t wait to be asked

Listening, informing, communicating Accountable and reliable

Reliable and happy to be measured

Appreciative of the contribution of others

Effective and supportive team-working Safe and vigilant

Clean hands and hospital so patients are safe

Professional, ensure patients feel safe Honest

will speak up if needed to stay safe Best use of time & resources

Simplify processes, to find more time to care

Eliminate waste, investing for patients

Making best use of every pound we spend Clinically excellent

Best outcomes through evidence-led clinical care

Compassionate, gentle, see whole person

Value patients’ time to minimize waiting Innovation for patients Empowerment to act on patient feedback

Improvement led by research and evidence

Teaching the next generation

**Detailed job description and main responsibilities**:**KEY JOB RESPONSIBILITES**

Be responsible for arranging partial booking follow up appointments.

Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the directorate management team medical/nursing staff.

Reduce and cancel clinics

Arrange transport as necessary

Ensure Referral to treatment patient data quality is accurate at all times.

Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary.

Manage the demand and capacity within the standard operating practice taking decision to escalate to the directorate management team any capacity issues

Highlight any capacity issues that arise.

Ensure all referrals are logged and booked in a timely manner meeting the standards in the NUH Access Policy and department KPI’s

Responds to any temporary day to day demand and capacity updates required in Medway

Print appointment/procedure confirmation letters as necessary and send to patients with the relevant information leaflets promptly.

Contact patients by telephone to ensure patients are aware of their appointments.

Keep personal data updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc.

Notify Outpatient Co-ordinator or designated person of any patients who fail to attend their appointment who will take necessary action in line with department and/or Trust policies.

Receive and respond to enquiries from relatives/external agencies adhering to Trust confidentiality guidelines at all times

Be able to competently use Medway PAS and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department.

Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately**_.
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Present a professional, polite and courteous attitude at all times and be appropriately dressed when on duty.

Undertake any other duties, which may reasonably be required.

Work across site when required.

**Person specification**:
**Training & Qualifications**:
**Essential criteria**:

- To be educated to ‘O’ level, GCSE or equivalent standard
- EDCL or equivalent including English at Grade C
- NVQ Level 3 or equivalent

**Experience**:
**Essential criteria**:

- Previous experience in an office environment
- Knowledge of hospital IT systems, e.g. Medway PAS,
- Understanding of the importance of confidentiality

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