Job summary Applicants are invited to join the Outpatient Reception Team at Bedford Hospital. The post holder will embody the THRIVE values and bring experience from a similar role. Strong knowledge of patient record systems and databases, along with proven administrative or clerical experience, is essential. Ideally, applicants will also have experience within healthcare services. Well-developed interpersonal skills are required, with the ability to communicate positively at all levels. The successful candidate will be dependable, flexible, and able to work using their own initiative. Strong organisational skills, the ability to meet agreed deadlines, excellent communication abilities, and a flexible approach to the evolving needs of the service are all key. Excellent keyboard skills and experience in administering databases are essential. Main duties of the job The post holder will be responsible for the day-to-day administration of the relevant Patient Information System and the Reception area. They will work as part of a team providing front-line administrative support to the department, welcoming patients and visitors, booking outpatient appointments, ensuring medical notes and all required documentation are prepared for clinics, answering calls from both internal and external contacts, and arranging patient transport when needed. The role also requires the post holder to be physically fit and able to lift. This is a busy environment with a high volume of work, and staff are expected to work efficiently as part of a team while maintaining courtesy, tact, and diplomacy at all times. All team members are required to work across all areas of the Trust as needed. The post holder must also ensure that the Reception area remains well maintained and welcoming at all times. About us Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available. We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values. We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity, and creating a culture that values differences. Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job. Job description Job responsibilities The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities. Main responsibilities: The post holder will welcome patients, relatives and visitors to the department and provide advice or guidance, information or assistance as appropriate. They will work as part of a team providing front line administration services to the department, welcome patients and visitors to the department, the booking of outpatient appointments, ensuring medical notes and appropriate documentation is prepared and available for all clinics, answering the telephone to both internal and external callers and arrange patient transport as required. Well-developed interpersonal skills, remaining composed at all times. Show empathy when dealing with emotionally distressed patients or those receiving bad news. Be able to concentrate whilst working in a busy, potentially noisy environment. Prepare all relevant documentation for clinics, making sure patient labels, new referrals and results are all available in the patients notes. Liaise with consultants and secretaries regarding queries with clinics and copies of referral letters. Ensure PIMS is fully maintained, all patient information up to date and clinics are appropriately cashed up and patients added to waiting lists where appropriate. Ensure that the Reception area is well maintained at all times, this may involve liaison with Domestic and Estates departments. Job description Job responsibilities The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities. Main responsibilities: The post holder will welcome patients, relatives and visitors to the department and provide advice or guidance, information or assistance as appropriate. They will work as part of a team providing front line administration services to the department, welcome patients and visitors to the department, the booking of outpatient appointments, ensuring medical notes and appropriate documentation is prepared and available for all clinics, answering the telephone to both internal and external callers and arrange patient transport as required. Well-developed interpersonal skills, remaining composed at all times. Show empathy when dealing with emotionally distressed patients or those receiving bad news. Be able to concentrate whilst working in a busy, potentially noisy environment. Prepare all relevant documentation for clinics, making sure patient labels, new referrals and results are all available in the patients notes. Liaise with consultants and secretaries regarding queries with clinics and copies of referral letters. Ensure PIMS is fully maintained, all patient information up to date and clinics are appropriately cashed up and patients added to waiting lists where appropriate. Ensure that the Reception area is well maintained at all times, this may involve liaison with Domestic and Estates departments. Person Specification Qualifications Essential Good standard of oral and written English GCSE or equivalent Experience Essential Recent Reception experience Experience in Customer Care Experience of using databases Desirable Previous reception experience Knowledge Essential Knowledge of filing/record keeping Excellent communication skills - written and verbal Evidence of working in a multidisciplinary team Demonstrates a knowledge of confidentiality issues and able to work within requirements of Data Protection Desirable Use of Hospital PiMS Personal Skills Essential To work in other areas of the department and trust when required Self-awareness of assets and limitations Ability to prioritise workload Willingness to undertake training as required Desirable Demonstrates the ability to adapt and change within a working situation Person Specification Qualifications Essential Good standard of oral and written English GCSE or equivalent Experience Essential Recent Reception experience Experience in Customer Care Experience of using databases Desirable Previous reception experience Knowledge Essential Knowledge of filing/record keeping Excellent communication skills - written and verbal Evidence of working in a multidisciplinary team Demonstrates a knowledge of confidentiality issues and able to work within requirements of Data Protection Desirable Use of Hospital PiMS Personal Skills Essential To work in other areas of the department and trust when required Self-awareness of assets and limitations Ability to prioritise workload Willingness to undertake training as required Desirable Demonstrates the ability to adapt and change within a working situation 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the. From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement.. Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the. From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement.. Employer details Employer name Bedfordshire Hospitals NHS Foundation Trust Address Bedford Hospital South Wing Kempston Road Bedford MK42 9DJ United Kingdom Employer's website