Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD
The post holder will provide administrative / reception service support to facilitate and ensure the smooth, efficient and effective running of the Paediatric Service.
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 will 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.
Please note we would accept job share and flexible working.
Main duties of the job
To provide a warm and welcoming Reception Service, maintain clinic roomdiaries, meeting and greeting all visitors to the department checking detailspatient details, checking case notes, recording attendance via Patientadministration system (PAS).
To answer enquiries, receive and relay messages, both in person and on thetelephone, 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 managerhighlighting where pathway timeframes may be compromised.
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
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.
Ensure all patient filing is filed into patients case notes within required timescales and prior to clinic attendance
Ensuring case notes are of the highest quality, are prepared and available for patient arrival, and subsequently filing patient results and paperwork correctly in adherence with Health Board Quality Standards.
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.
To input and update Health Board Patient Administration systems (PAS), liaising as appropriate to ensure accurate recording of patient pathway events in line with clinical instruction and accuracy of demographic details in order to prevent data quality issues.
Liaising with relevant clinicians with any queries.
Arrange patient interpreters for appointments as requested.
The post holder will be expected to provide cover across the core clinicaladministration functions during times of absence, commensurate with level of the role, and to be trained to rotate to cover other departments within the Service Group at the request of Line Manager or Service ManagerReceive, sort and prioritise incoming mail, send out information to patients such as appointment letters, ensuring that Outgoing Mail is dispatched without delay.
Use of office equipment, e.g. photocopier, printer, fax machine etc.Ensure that patient confidentiality is maintained.
Participate in monthly/weekly informal departmental meetings & take notes as requested.
The purpose of this post should remain constant, but the duties and responsibilities may vary over time within the overall role of the postService Delivery. The post-holder will be expected to ensure that the service delivered is in line with standard of care expected.
CommunicationThe post-holder will be expected to handle all forms of communication in a manner that is in line with the Health Boards Values.
Person specification
Qualifications
Essential criteria
1. Educated to vocational qualification level 2 or able to demonstrate the equivalent level of knowledge, skills and experience
2. Demonstrable working knowledge of Microsoft packages including Word, Excel, Outlook and Teams
Desirable criteria
3. Commitment to personal development
4. Commitment to acquire & apply knowledge of RTT national and local waiting times rules
Experience
Essential criteria
5. Previous experience working in a clerical / administrative role within a NHS setting
6. Experience of using a NHS Patient Administration system (PAS)
Skills
Essential criteria
7. Be able to demonstrate tact and diplomacy when working with others
8. Ability to work as part of a team and to meet deadlines
9. Excellent Organisational Skills
10. Excellent telephone manner with the ability to adapt communication styles depending on audience and environment
Desirable criteria
11. Ability to speak Welsh
Values
Essential criteria
12. Shows positivity, resilience, adaptability and flexible approach as situations arise
13. Friendly and helpful disposition, awareness of how our own and others’ behaviours impact on people’s experiences and the organisation’s reputation
14. Willing to seek out learning, and accept constructive feedback
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