Overview
The successful candidate will contribute to the provision of a comprehensive, efficient and effective administrative service. To work alongside the current outpatient receptionist in dealing with service users and visitors to HPFT, at front of house reception. To provide support to the team leaders and clinical staff with day to day administration tasks, including appointment diary administration, room bookings and ongoing database management, using the Trust's systems. The role will involve some financial responsibility for client finances. To work as part of a team and to be responsible for the administration of outpatient clinics, liaising with doctors, service users and professional staff on an ongoing basis. Duties include responsibility for managing outpatient appointments on the Electronic Patient Records (Paris); inputting all relevant clinical data: registering of patient details and continuous updating of patient records, and liaising closely with the team secretaries; to maintain a small switchboard and transfer calls throughout the unit; dealing with visitors to the Unit; distributing incoming mail and managing the outgoing mail; logging faults with Estates and ensuring that the reception area is a tidy and safe environment for all visitors.
Responsibilities
* Responsible for the smooth running of the outpatient clinics from the reception desk, providing support to clinicians holding clinics.
* To ensure accurate data registered on EPR (Paris); to produce data for audits when asked to do so.
* Responsible for ensuring that all visitors to the Unit and all telephone calls are dealt with promptly and in a professional manner; bearing in mind the need for confidentiality and the requirement to promote the Trust's corporate image
* Responsible for the management of a web-based Room Bookings system
* To manage the outcomes of the clinics for the teams and record outcomes onto Paris (EPR).
* Training will be provided.
* Diary management for and during outpatient clinics; answer all incoming calls and dealing with queries appropriately.
* Manage all incoming and outgoing mail to the unit.
* Maintaining the tidiness of reception areas and clinical spaces.
* Ensuring all correspondence is accurately presented using current methodologies and medical terminology.
* Use knowledge and experience to meet the needs of the teams by completing non-routine tasks daily.
* Update skills and attend necessary mandatory training.
* Demonstrate excellent IT skills and a good working knowledge of Microsoft Office applications and accurate typing.
* Keep Appointeeship monies up to date and accurate.
* Report maintenance and cleaning issues to the Helpdesk and record accurate job references; report major issues to the Site Manager.
* Manage personal alarms and ensure they are regularly charged.
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.
The post holder will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work. To undertake non-routine duties without direct supervision, working within broad procedural guidelines. Applicants must demonstrate excellent IT skills, a good working knowledge of Microsoft Office applications and accurate typing is essential. This is a very busy and varied role, responsible for all aspects of reception/administration and will involve daily face to face service user contact, so good interpersonal skills are required.
Qualifications
* Good level of education/GCSE incl. English Language/Numeracy
* ECDL or equivalent
* NVQ II/RSA II
Desirable criteria
* Courses relevant to the post, Knowledge of office procedures, Good language skills
* Proficiency in the use of Outlook, Word & Excel; knowledge of EPR Systems
* Evidence of good organisational skills; prioritising a workload, particularly under pressure within agreed guidelines
* Excellent communication skills; customer focused/reception based
* Evidence of exercising initiative, tact and judgement/decision making
* Appreciation of confidentiality/Confidentiality Act
* Evidence of teamwork/Team tasks undertaken
* Knowledge of the Trust values and behaviours: Welcoming, Kind, Positive, Respectful and Professional
* Evidence of Customer Service/Reception skills
* Keyboard skills/Additional skills appropriate to the post; evidence of effective communication under pressure
* Ability to deal with challenging behaviour/barriers to communication
* Knowledge that candidates requiring a Skilled Worker visa should check eligibility for sponsorship; include note about GOV.UK criteria
Hertfordshire Partnership University NHS Foundation Trust are an organisation committed to equality, diversity and inclusion in the workplace.
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