Clerical Assistant/receptionist

A vacancy has arisen for a full time clerical assistant/receptionist to work within the busy Outpatients Department at Danetre Hospital.

An eye for detail is essential along with good IT skills.

The post holder will provide efficient and comprehensive administration support, working as part of a team, covering all aspects of the Danetre Outpatients Reception function and Outpatients Department. Duties will include providing a reception service to patients, relatives/carers and all staff groups, arranging patient appointments via telephone or face to face and demonstrating a high standard of customer care, prepping medical notes for clinics, filing, photocopying, and answering the telephone and any other ad-hoc duties.

The post holder will be required to work as part of the administration team and provide cross cover during periods of staff absence within their existing team and other teams within the Directorate as and when required. This support should be provided during the core hours of 08:30 to 17:00 unless otherwise specified at local level and should be aligned to the Direct
Clinical Care time of the Clinical Team for whom they support.

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

To provide an efficient and courteous reception service to patients, relative/carers, Danetre Outpatients and the wider Trust.

Deal with often complex telephone queries from patients, GP’s, Consultants and the wider Trust which may use technical language/clinical terminology and to recognise when advise is required from more senior or clinical staff.

To arrange appointments for patients in accordance with guidelines and Trust Access Policy, communicating with patients by telephone, giving details of the appointment and preparation in language appropriate to that patient. This may include advice on diet, medication and how and when to take any preparations needed for the examination.

To liaise with many different staff groups to arrange frequently complex tests/preparations needed prior to some more specialised examinations. This will require comprehension of some complex terminology and language.

To demonstrate a high standard of customer care by being courteous and helpful at all times to patients, visitors and staff.

To change/reschedule appointments at the request of patients or clinicians in line with Trust Access Policy.

To communicate complex information regarding appointments and results to departments within the Trust and externally.

To communicate with the IT Department to report faults/problems with the department’s IT systems or interfaces often imparting complex or technical information.

Liaise with Consultants and Superintendents when booking appointments to ensure examinations are booked onto the appropriate lists.

To input data and maintain the integrity of data held in the IT systems used within Radiology including Radiology Information System (CRiS) Hospital Information System (CaMIS) and the Hospital Results System (ICE).

To ensure that all patients are accurately registered on CRiS in line with the ‘One patient, One record’ policy and clinical alert documentation such is completed as necessary. Registrations must be done on CaMIS.

To record all requests coming into the department in an accurate and timely manner using both electronic and manual systems.

Ensure all requests have been justified by the appropriate person prior to being accepted and an appointment being booked. All requests must be scanned on to the CRiS system prior to and after protocol.

To return unjustified/incorrect patient requests back to the referrer in line with departmental protocol ensure the reason is appropriately communicated to the referrer.

To implement manual procedures detailed in the department’s disaster recovery and business continuity plans in the event of IT systems/network failure.

To maintain an overview of the waiting list and waiting times to ensure patients are seen within