Band 2 Receptionist/Admin Support - Community Paeds
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Job Summary
Full time post - 37.5 hours per week (08:45 - 16:45). To provide administrative support to the medical secretarial team to ensure that the service operates efficiently, notes are maintained correctly and clinical correspondence is sent out within the agreed standards. To plan own tasks and prioritise workload accordingly.
Main duties of the job
* To answer telephone calls, dealing with initial queries and forwarding calls and messages as necessary.
* Responsible for pulling of notes for clinics ensuring that the notes are properly bound and prepared to agreed information governance and medical records standards.
* Photocopying and sending out of clinical letters and reports ensuring that the demographic information on letters matches the information on envelopes and finalise the letters on PAS for the Secretary (after being signed by the Doctors).
* Due to their content some correspondence may be of an upsetting nature.
* Opening and date stamping of post, ensuring that urgent correspondence is passed onto the appropriate person, scan in the new patient referrals (after triage by the Doctor) and send them to the Central Booking Service, in a timely manner.
* Participate in archiving clinical notes on an annual cycle to ensure the best utilisation of medical records storage.
* Retrieve notes from filing as required for audits. Ensure that the filing areas are kept tidy and that filing is undertaken on a daily basis to ensure that notes are up to date.
* File correspondence and reports in medical notes prior to appointments. Ensure medical records contain documents, graphs and forms required by Consultants and medical staff.
* To arrange interpreters as required, following local procedures.
Qualifications
* Essential: 5 or more GCSE/O levels including English and Maths at Level C or above OR equivalent
Experience
* Essential: Previous office experience in a role involving dealing with the public
* Essential: Experience of working within a team
Skills/knowledge
* Internet - email
* Office procedures
* Use of written and spoken English
* Excellent communication skills to relate to both staff and members of the public
* Self-motivated and able to prioritise own workload
* Ability to be flexible in order to support a number of staff
* PC skills Windows XP, Excel
Other job requirements
* To act responsibly and professionally at all times
Desirable
* Ability to travel between bases as required
Personal qualities
* Tact, empathy, efficiency, good organizational and communication skills, team worker, adaptable, flexible and self motivated
* Good telephone manner
Disclosure and Barring Service Check: This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Employer details: Birmingham Community Healthcare NHS FT, Park House Child & Family Centre - Community Paediatrics, Park Road, Birmingham, B11 4JB. Website: https://www.bhamcommunity.nhs.uk/
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