Job overview
Receptionist and Patient Pathway Administrator - Band 3
Contract: 12 Months Fixed Term
An exciting opportunity has arisen for a full time, well organised and enthusiastic individual to join the reception and admin team at the Trauma Orthopaedic department clinic 1b.
The department provides a friendly working environment with supportive and experienced colleagues.
You will be part of a team providing comprehensive, professional and efficient administrative support to enable achievement of local and national targets within Whittington Health.
You must be enthusiastic, flexible, quick to learn, IT literate, used to various office systems including Microsoft word and excel and have excellent communication skills.
Please find the full list of duties and responsibilities in the attached job description.
For further information please contact Memunatu kamara- 02072883795
Main duties of the job
1. The post holder will work as part of a dynamic team in delivering comprehensive, effective reception and administrative This will include booking patients for appointment prepping notes for clinics general excellent customer care at all times using Trust Customer Care standards.
2. The post holder will be competent in the use of Microsoft Office and database systems such as Careflow, Pacs, Dictate 3 EDMS, IEP.
3. The post holder will receive incoming telephone calls from patients, carers, staff, GPs and other health professionals
4. The post holder will support the community clinical staff in carrying out administrative duties
Working for our organisation
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Detailed job description and main responsibilities
5. To provide a high quality, helpful and courteous response for members of the public, service users and representatives of other departments or agencies by telephone, showing sensitivity to their feelings and respecting their wishes wherever
6. To communicate effectively with callers, managing expectations and ensuring patients are happy with the responses they receive. Also, to liaise externally with clinicians, team leads and service managers to maintain a positive image and reputation for community services.
7. To register new patients onto the electronic patient record system such as RiO, Medway and other relevant patient systems
8. To administer the processes for establishing efficient clinic utilisation; this includes identify and managing the long waiter with use of the PTL list, booking interpreters and supporting patient with booking of transport, sending group text message reminders to patient when appropriate, processing outcomes, cancelling and rescheduling
9. To maintain accurate electronic records.
10. To manage the generic mailboxes, respond to service users queries, forward relevant communications/reports to the clinical teams, and escalate complex matters as necessary to the Deputy Service Manager
11. Organising teaching and education days for staff; booking rooms and hospitality, advertising, booking in staff, photocopying materials, supporting logistics (in conjunction with systems admin team)
12. To administer incoming and outgoing post as necessary.
13. To be involved in continuous review of systems and
14. To assist with analysis and monitoring of performance and activity, making use of a range of Including the PTL reports and qlikview
15. Provide cover and support the administrative team when necessary, depending on the needs of the service
We are seeking a motivated enthusiastic individuals to join our team. The post would be ideal for anyone wanting a new challenge and to develop their administrative skills. Applicants should have excellent communication and interpersonal skills, along with IT skills and be able to have the ability to organise, prioritise and demonstrate excellent time management.
Please read the personal specification carefully to ensure your application clearly demonstrates all the essential criteria. Please provide examples in your supporting statement to show who you meet the criteria.
Person specification
Education and Qualification
Essential criteria
16. Excellent written/spoken English
17. Educated to GCSE/O Level or equivalent
Knowledge, Skills and Abilities
Essential criteria
18. Ability to work as part of a team
19. Ability to act appropriately in stressful situations
Desirable criteria
20. Willingness to undertake and use training relevant to the post
Experience
Essential criteria
21. Previous admin/office experience
22. Previous experience of dealing with public face to face and over the telephone
Desirable criteria
23. Previous experience of dealing with the public face to face and over the phone
Personal Qualities
Essential criteria
24. Personal/professionally responsible
25. Flexible approach to changing circumstances and department needs
26. Good organisation, time management and prioritisation skills
Desirable criteria
27. Demonstrate good communication skills
SAFEGUARDING CHILDREN AND ADULTS
To comply with the Trust’s Safeguarding Children and Adults policies, procedures and protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to:
28. Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.
29. Ensure you are familiar and comply with the London Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.
30. Ensure you are familiar and comply with local protocols and systems for information sharing.
31. Know the appropriate contact numbers and required reporting lines.
32. Participate in required training and supervision.
33. Comply with required professional boundaries and codes of conduct
Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.