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PLEASE NOTE THAT THIS IS A VERY PHYSICALLY DEMANDING ROLE AND REQUIRES THE CANDIDATE TO FILE, MOVE AND HANDLE LARGE QUANTITIES OF HEALTH RECORDS.
The Healthcare Operations Department are looking to recruit a temporary Clinic Prep Clerk for 37.5 hours per week within the Prep Team based at Leigh Infirmary; however, you may be required to work on other sites if cover is needed. The service operates Monday to Friday between 7.30am and 6pm and Saturdays between 8.30am and 3pm. You would be expected to be able to work flexibly covering these hours.
Job Overview
You must be a motivated, enthusiastic individual who possesses excellent interpersonal and communication skills with an ability to work effectively within a team. You must also have knowledge of general office systems and protocols in a customer‑related environment.
NHS Employees should ideally secure their manager’s agreement for a secondment arrangement. This vacancy is advertised on a fixed‑term basis and will end in 10 months or when the substantive postholder returns. While this post is advertised on an acting/secondment basis there is potential that it may become permanent in the future.
Main Duties of the job
* Applicants who have already received feedback that they are unsuitable for the position need not apply unless they have taken steps to strengthen their application to demonstrate and evidence how you meet the essential criteria since that decision.
* Provide full administrative support to the Outpatient Service Department, by the timely and accurate preparation of Outpatient clinics and reception of patients.
* Ensure patient needs are central to the delivery of the service; provide first‑class customer service skills and a professional telephone manner, and comply with all appropriate policies and procedures.
* Must be educated to GCSE level or equivalent / relevant experience and demonstrate keyboard skills.
* Be flexible and able to adapt quickly to change and altering work patterns; cover various admin and clerical duties in line with service demands.
* Shortlisting is based on the person specification; refer to the person spec in your supporting statement.
Detailed Job Description and Main Responsibilities
* Ensure that all patients’ case‑notes are prepared and available in advance of the clinic in accordance with procedure.
* Receive patients at reception and ensure that all patient demographic details are updated both on HIS and in the case‑notes.
* Book all patient follow‑up appointments in accordance with clinic rules and deal with enquiries from the general public and other disciplines of staff regarding clinic bookings.
* Record all clinic outcomes and other information within agreed deadlines.
* Transport case‑notes between areas securely and confidentially in line with Caldicott guidance.
* Assist medical and nursing staff with any queries during the course of the clinic.
* Deal with walk‑in patients to clinic, ensuring that the patients’ case‑notes are obtained and transported as quickly as possible.
* Provide outpatient clinic lists and booking summaries for consultants and nursing staff and produce patient labels as required.
* Action departmental post in a timely manner and ensure that all consultant correspondence is taken into clinic and returned to the appropriate person following clinic.
* Liaise with the Transport Department to ensure deadlines for receipt and dispatch of case‑notes are strictly adhered to.
* Provide cover when necessary.
* Receive and process telephone messages in accordance with instructions.
* Utilise Trust’s IT resources appropriately and in adherence to policies and procedures.
* Maintain accurate, timely and legible records.
* Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the Trust.
* Demonstrate effective communication using the spoken word to influence outcomes.
* Demonstrate awareness and sensitivity of patients with hearing difficulties and where patient’s language is not English.
* Provide any other duties that may be required relevant to this grade.
Person Specification
Essential Criteria
* Must be able to work flexibly and cover annual leave or sickness where appropriate.
* Speak English to an appropriate standard relevant to the role, i.e. with confidence and accuracy using correct sentence structures and vocabulary, and without hesitation.
* Good attendance record.
Knowledge
* Knowledge of general office systems and protocols in a customer‑related environment.
* Ability to follow guidelines and procedures.
* Knowledge of IT systems and packages within the workplace.
* Good understanding of customer care practices and procedures.
Skills
* Able to demonstrate keyboard skills with attention to accuracy.
* Good telephone manner.
* Work well as part of a team and also able to work on own initiative.
* Excellent communication skills with all disciplines of staff.
* Good organisational skills.
* Work efficiently to targets and deadlines, prioritise and manage workloads.
* Ability to learn quickly and adapt to change.
Experience
* Experience of working in a busy, pressurised customer focused environment dealing with frequent interruptions.
* Recent work experience with an administration / office setting.
* Experience of using IT systems in the workplace.
Qualifications
* Educated to GCSE or equivalent level or demonstrate equivalent experience.
Working for our organisation
Wrightington, Wigan and Leigh NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that ‘happy staff, makes for happy patients’. We have a recognised track record in staff engagement and living our values. WWL is committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity.
We are seeking to recruit people who share our values and beliefs.
Additional Information
Senior positions (AFC band 8A or above) may be expected to participate in an on‑call rota if the role is predominantly operational.
References increase your chances of interviewing if you are a Midlands and Lancashire Commissioning Support Unit employee.
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