TheAdult Therapies CSU is looking for enthusiastic and highly motivated individuals to join our Outpatient Admin Team in a full‑time role on a permanent basis. If you want to work in a busy office environment as part of a team that is committed to providing an effective and efficient admin service to the patients and clinical teams within Adult Therapies Outpatient then we want to hear from you.
The varied workload requires a flexible approach and the ability to multi‑task, whilst maintaining a professional attitude and high standards of customer care.
The successful applicant would be based at St Jamess University Hospital but also will be required to work on other hospital sites on a regular basis.
Main duties of the job
The main duties of the role support the delivery of the Adult Therapies Outpatient clinics. Processing patient referrals to Adult Therapies, working on the reception desks in our clinical areas, supporting patients in arranging their appointments, and updating details on the Patient Administration and other systems will all be key parts of the role (amongst others). You would be providing a service to our patients face to face, through telephone calls and via email.
Please contact for further information:
MelanieColley, Patient Services Coordinator Telephone number 0113 2067640 or emailmelaniecolley@nhs.net
About us
The Adult Therapies CSU encompasses a range of services that provide support and therapy to patients in both inpatient and outpatient settings. The Adult Therapies Outpatient Admin Team supports the delivery of outpatient clinics in the region of 80,000 to 90,000 appointments a year - across our Physiotherapy, Occupational Therapy, Speech & Language Therapy, Podiatry and Dietetic services. You would be joining a well‑established team of Patient Service Coordinators, Assistant Patient Service Coordinator, Outpatient Supervisors and Clerical Officers in an admin service that is committed to the Leeds Way Values and providing a supportive work environment and opportunities for development for all of its team members.
Job responsibilities
JOBPURPOSE/SUMMARY
* Toprovide a high standard of clerical/reception service to patients and the department, adhering to departmental guidelines and policies.
* The post holder will receive and check documentation, reports, patient information, processing appropriately, within departmental guidelines, including entering information onto the appropriate IT system, and retrieve information as and when required.
* Toprocess patient and other documentation. To be the first point of contact for patients and other visitors to the department. To provide an administrative/clerical service to the department/team. To support the delivery of a high standard of service to patients, staff and Trust departments.
* Process patient correspondence/documentation, letters, reports and other documentation.
* To greet patients and visitors to the department, providing an efficient and courteous service.
* Check/enter patient details on the Patient Administration and other systems.
* Prepare patient documentation for processing, including inputting or scanning.
* Report and respond to any system faults and errors.
* Maintain and update patient/departmental databases, prioritising within departmental guidelines and escalating unresolved situations/issues to appropriate line manager.
* Answer general telephone enquiries and requests to retrieve patient and other documentation.
* To ensure that requests for information are dealt with in an efficient and timely manner.
* Follow Departmental/Trust disposal and destruction procedures of confidential documentation, in line with Data Protection Act and Confidentiality.
* Collect and deliver patient documentation/reports around Trust when required.
* To deal with telephone and in‑person queries from patients and relatives, Trust staff and external agencies.
* To refer queries or concerns regarding patients and other visitors to the department to appropriate senior staff.
* Assist to maintain high standards of care, including:
o Maintain a safe working environment, reporting incidents, accidents, complaints.
o Understand the need to maintain and respect patient confidentiality.
o Participate in in‑service training.
o Participate in mandatory training annually.
o Participate in annual performance appraisal.
* Visit and/or work at other designated Trust sites as required to ensure continuity of service/patient care.
* General office work and any other duties assigned by the Supervisor/Team Leader or Manager, which may include:
o Maintain appropriate/agreed levels of stock and non‑stock items, including stationery.
* Be aware of what information can be disclosed to staff, patients and other agencies.
* Have understanding of Health and Safety rules and individual responsibilities in relation to acts and omissions.
* Have a logical and problem‑solving approach to issues that arise.>
* Integrity, openness and honesty.
* Able to work across both Trust main sites.
Person Specification
Qualifications
* Literate / Numerate
* 5 GCSEs (including Maths and English) at Grade C or above, or equivalent
Skills & behaviours
* Adaptable
* Flexible approach to duties and working practices
* Customer care skills
* Friendly manner
* Effective written and verbal communication skills
Experience
* Insight into duties and responsibilities of post
* Previous admin and clerical experience (within NHS especially desirable)
* Previous experience of working with the general public in a working environment
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 (formerly known as CRB) to check for any previous criminal convictions.
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