Job Summary
To provide administrative and reception support in the Women's unit which offers a range of services including colposcopy and hysteroscopy. Therefore sensitivity and empathy are required for this post. This is a shared position where it is essential for cross cover each other when on annual leave.
The post holder will provide high quality reception and administrative service to consultants and their teams. This will also involve ensuring referrals are vetted appropriately, booking appointments, managing clinics and associated files. Close liaison with G.P surgeries and patients to deal with telephone enquires from patients/medical staff and G.P practices. Providing a quality service on booking instructions and Trust waiting list guidelines.
The Women's Unit is open from 8am until 6pm Monday to Friday, so cover will be required during these core hours.
Main duties of the job
In addition to the below summary you need to familiarise yourself with full Job Description and Person Specification.
Accept/decline new patient referrals from automatic Colposcopy Referral system following agreed protocols.
Use judgement and initiative to prioritise the importance/urgency of particular requests within defined guidelines.
Adhere to Trust policies and procedures relevant to your position.
To answer telephone calls and deal appropriately with enquiries from patients, staff and the general public seeking advice or referring else where if necessary.
Liaise with Waiting list Co-ordinator's to ensure patients are treated within breach dates.
Using relevant electronic booking system to arrange appointments for follow up clinics, as instructed by the medical /nursing staff.
Collection/sending out and processing of incoming /outgoing mail and documentation .
Liaise with G.P surgeries, Treatment Centre, patients and other N.H.S. Trust staff to ensure correct information and patient details are registered at the time of referral.
Book new appointments at Nottingham City Hospital following prioritisation of patients in accordance with agreed protocols.
Ensuring fail-safe checks are maintained as per policy
In the absence of reception staff, welcome patients, check details in case notes and deal with enquirers from patients and medical staff.Provide secretarial duties to the women's unit .
Clinic Preparation.
About Us
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.
The Colposcopy Unit consists of a small friendly multi-disciplined team who endeavor to provide high quality, holistic, patient centered care in a safe, pleasant friendly environment. We are committed to providing a service which upholds personal dignity, respects differences, and is sensitive to individual needs at all times. The Colposcopy unit is part of the Women's Unit situated on the North Road City Campus which is part of the Family Health Division of the Nottingham University Hospital Trust.
In addition to the brief list above you must familiarise yourself with the full job description and person specification attached to this advert prior to applying.
Date posted
29 October 2024
Pay scheme
Agenda for change
Band
Band 3
Salary
£24,071 to £25,674 a year per annum pro rata
Contract
Permanent
Working pattern
Part-time
Reference number
164-6701598
Job locations
City Campus
Hucknall Road
Nottingham
NG5 1PB
Job Description
Job responsibilities
Working as part of a team on the Women's Unit at City Hospital, you will be responsible for providing a front of house reception to our service users.
To answer telephone calls and deal appropriately with enquiries from patients, staff and the general public, seeking advice or referring else where if necessary.
Liaise with the clinical team to ensure patients are treated within breach dates. Use relevant electronic booking systems to arrange appointments for follow-up clinics, as instructed by the medical/nursing staff and maintaining clinics.
Collection /sending out and processing of incoming /outgoing mail and documentation. Dealing with incoming mails and results. Maintain flexible working arrangements in times of sickness and absence of colleagues in order to facilitate the smooth running of the service.
This position will require the candidate to work on a Monday and Friday and one other day as mutually agreed.
Responsibilities
Job description Job responsibilities
Working as part of a team on the Women's Unit at City Hospital, you will be responsible for providing a front of house reception to our service users.
To answer telephone calls and deal appropriately with enquiries from patients, staff and the general public, seeking advice or referring else where if necessary.
Liaise with the clinical team to ensure patients are treated within breach dates. Use relevant electronic booking systems to arrange appointments for follow-up clinics, as instructed by the medical/nursing staff and maintaining clinics.
Collection /sending out and processing of incoming /outgoing mail and documentation. Dealing with incoming mails and results. Maintain flexible working arrangements in times of sickness and absence of colleagues in order to facilitate the smooth running of the service.
This position will require the candidate to work on a Monday and Friday and one other day as mutually agreed.
Person Specification
Qualifications
training and qualifications Essential
- Previous secretarial and clerical experience
- 4 A to C grade GCSE'S or equivalent including English and Maths
- Word processing /text processing experience. Experience in using Microsoft word, Excel, Outlook.
Desirable
- Advanced competence in PAS and HISS, including appointments, registration of patients, Medical Office. RSA lll Customer Care Training. Audio typing
Experience Essential
- Ensures all data inputted to hospital computer systems is accurate and up to date.
- Previous experience of dealing with the public, by telephone or personally.
Communication and Relationship skills Essential
- Excellent communication and interpersonal skills.
- Ability to communicate at all levels.
- Ability to liaise with patients/clients in a caring and considerate manner in person or by telephone.
- Confident and assertive in approach.
- Friendly disposition.
- Ability to deal with patients/relatives/members of the multidiscliplinary team who are upset/angry in a calm and caring manner and negotiate a satisfactory outcome.
Analytical and Judgement skills Essential
- Ability to use judgmental skills and decision making on a daily basis. Ability to work using own initiative.
Planning and Organisation Skills Essential
- Ability to prioritise and organise own workload to strict timescales within the working day to a high standard. This is performed in line with current trust policy/guidelines and under the direction of the department manager
- Willingness to take on board policy changes as directed by manager.
- Ability to train new memebers of staff in the current duties of their role.
Physical skills Essential
- Consistent viewing of the VDU screen for majority of working day ensuring accuracy when putting vital information for long period of time.
- Sitting at reception desk receiving high volumes of telephone calls on a daily basis.
- Ability to lift case notes of various weights form different heights using regulation step stools.
- Physically fit - post entails visiting other departments throughout the hospital.
- Mental Effort -Ability and concentrate in a busy environment.
- Accuracy and concentration essential in producing medical secretarial work and inputting data into Colposcopy data base.
- Ability to deal appropriately with patients discussing sensitive and confidential information.
Other Essential
- Ability to provide cover for sickness, absence and annual leave. Ability to work in a busy environment.
Person Specification training and qualifications Essential
- Previous secretarial and clerical experience
- 4 A to C grade GCSE'S or equivalent including English and Maths
- Word processing /text processing experience. Experience in using Microsoft word, Excel, Outlook.
Desirable
- Advanced competence in PAS and HISS, including appointments, registration of patients, Medical Office. RSA lll Customer Care Training. Audio typing
Experience Essential
- Ensures all data inputted to hospital computer systems is accurate and up to date.
- Previous experience of dealing with the public, by telephone or personally.
Communication and Relationship skills Essential
- Excellent communication and interpersonal skills.
- Ability to communicate at all levels.
- Ability to liaise with patients/clients in a caring and considerate manner in person or by telephone.
- Confident and assertive in approach.
- Friendly disposition.
- Ability to deal with patients/relatives/members of the multidiscliplinary team who are upset/angry in a calm and caring manner and negotiate a satisfactory outcome.
Analytical and Judgement skills Essential
- Ability to use judgmental skills and decision making on a daily basis. Ability to work using own initiative.
Planning and Organisation Skills Essential
- Ability to prioritise and organise own workload to strict timescales within the working day to a high standard. This is performed in line with current trust policy/guidelines and under the direction of the department manager
- Willingness to take on board policy changes as directed by manager.
- Ability to train new memebers of staff in the current duties of their role.
Physical skills Essential
- Consistent viewing of the VDU screen for majority of working day ensuring accuracy when putting vital information for long period of time.
- Sitting at reception desk receiving high volumes of telephone calls on a daily basis.
- Ability to lift case notes of various weights form different heights using regulation step stools.
- Physically fit - post entails visiting other departments throughout the hospital.
- Mental Effort -Ability and concentrate in a busy environment.
- Accuracy and concentration essential in producing medical secretarial work and inputting data into Colposcopy data base.
- Ability to deal appropriately with patients discussing sensitive and confidential information.
Other Essential
- Ability to provide cover for sickness, absence and annual leave. Ability to work in a busy environment.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Nottingham University Hospitals NHS Trusts
Address
City Campus
Hucknall Road
Nottingham
NG5 1PB
Employer's website
https://www.nuh.nhs.uk/ (Opens in a new tab)
