Job overview
Join our close-knit team of six and help us become the “Super 7”! We’re seeking a motivated and highly organised individual to support our department’s daily operations. As the first point of contact, you will be the welcoming face and voice of our team—managing incoming referrals, coordinating workflow, and ensuring tasks are completed efficiently and on time.
This role requires excellent organisational and communication skills, along with the ability to handle sensitive and sometimes distressing material with professionalism and discretion. If you think you can enhance our service, we’d love to hear from you.
Main duties of the job
As the first point of contact for the Medical Photography department, you will provide a friendly and professional service to patients, staff, and visitors. Your day-to-day duties will include accepting and processing referrals, ensuring they are accurately logged, prioritised, and allocated to the appropriate photographers. You will be responsible for booking appointments, supporting the coordination of photography schedules, and assisting with the overall flow of departmental tasks.
A key aspect of the role involves uploading, captioning, and categorising clinical images using Fotoweb, as well as helping to manage the department’s image database system. Given the sensitive nature of the content, strict adherence to confidentiality and data protection policies is essential.
Excellent IT and Microsoft Office skills are required, as you will be working with various digital systems and handling a range of administrative responsibilities. Strong communication and organisational skills are also vital, as the role involves interacting with members of the public, clinical staff, and external contacts. You will need to show initiative, manage competing demands effectively, and contribute to the smooth and efficient running of the department.
Working for our organisation
We have 10,000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria.
Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns.
You’ll have access to varied development opportunities, learn new skills, meet fab people & do things you’d never have done.
You’ll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of.
Detailed job description and main responsibilities
The main responsibilities include but aren't limited to the following:
1. Respond to internal and external telephone enquiries, directing queries to the appropriate personnel as required.
2. Manage the departmental clinical photography email inbox on a daily basis, ensuring timely responses and appropriate follow-up.
3. Oversee the daily processing and management of electronic patient referrals via the Harris Flex system.
4. Perform reception duties, including welcoming patients and visitors to the department and providing relevant information and support.
5. Draft and type correspondence such as letters, reports, and other official documents.
6. Assist in scheduling appointments and act as a liaison between various clinics to ensure smooth coordination.
7. Accurately input clinical photography data into the departmental administration and image management systems using appropriate IT platforms.
8. Link images to patient records in preparation for upload to the image management system.
9. Take minutes during departmental meetings and produce formal records of discussions and actions.
10. Conduct Access to Records checks in accordance with relevant policies and procedures.
11. Monitor and maintain stock levels, process new orders, and receipt incoming supplies.
12. Compile and collate reports on departmental activity for internal review and reporting
Please see job description for more information.
Person specification
Qualifications
Essential criteria
13. GCSE English or equivalent
14. ECDL or equivalent experience
Desirable criteria
15. GCSE Maths or equivalent
Knowledge and Experience
Essential criteria
16. Knowledge of computer systems
17. Efficient in the use of Microsoft 365
18. Experience of Exel
19. Experience of dealing with customers both on the phone and in person
20. Previous administrative experience
Desirable criteria
21. Previous admin experience within the NHS
22. Experience of hospital systems - Evolve, Harris Flex and ELFS
23. Knowledge of medical terminology
24. Knowledge of data protection and GDPR