Job overview
The post holder will provide administrative / reception service support to facilitate and ensure the smooth, efficient and effective running of the Haematology Day Unit.
The post holder will work flexibly across Services to provide administrative and reception support such as the processing of clinic changes, the correct recording of patient pathways, the retrieval, preparation and filing of patients’ case notes as and when required.
The post holder may be expected to work on other hospital sites to ensure appropriate service cover at all times; this may include cross site working/cross cover within the Health Board.
Main duties of the job
Understand the range of services provided for Haematology, Use this information to deal with patient/staff enquiries and to fulfil the role of Clerk / Receptionist (referring clinical issues to appropriate Clinician(s) for advice/decisions as appropriate).
To provide a warm and welcoming Reception Service, maintain clinic room diaries, meeting and greeting all visitors to the department checking details patient details, checking case notes, recording attendance via Patient administration system (PAS).
To answer enquiries, receive and relay messages, both in person and on the telephone, from patients or staff, using a working knowledge of Health Board procedures to maintain a professional front of house service.
Change or cancel appointments at the request of the patient or manager. Use Chemo Care to admit patient in to the unit.
The post holder will be expected to retrieve, file and locate case notes for Clinics, ensuring 100% case note availability using the appropriate systems for tracking and requesting case notes.
Ensuring case notes are of the highest quality, are prepared and available for patient arrival.
Liaise with medical records team and other areas, in line with Health Board policy for missing case notes, following agreed escalation process. Creating new or temporary folders when procedures require.
Working for our organisation
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.
Detailed job description and main responsibilities
Person specification
Qualifications and/or knowledge
Essential criteria
1. 5 GCSEs or equivalent, Grade C or above
2. Level 2 or equivalent demonstrable experience/knowledge in Business Administration or similar
3. RSA II or equivalent demonstrable experience
4. Proof of appropriate CPD
Desirable criteria
5. ECDL or equivalent experience and or qualifications
6. Customer Service qualification L2
Experience
Essential criteria
7. Experience of working in an administrative/office environment.
Aptitudes and abilities
Essential criteria
8. Can demonstrate SBU values
9. Excellent verbal and written communication skills.
10. Ability to work to meet deadlines
11. Ability to prioritise
12. Ability to use Microsoft Office e.g. word/excel and virtual platforms e.g. Teams etc
Desirable criteria
13. Welsh Speaker (Level 1)
Other
Essential criteria
14. Ability to travel within geographical area to meet the business needs.
15. Able to work hours flexibly
16. Good organisational skills
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Welsh language skills are desirable