An exciting opportunity has arisen to join the ELHT Community Administration team as a Receptionist/Clerical Officer. This post is a part time permanent position. Your base will be Clitheroe Community Hospital but cross site working at Clitheroe Health Centre Treatment Room. Once fully trained you will travel across all community sites to provide cover where needed. The working hours are Monday to Friday 12.00pm - 4.30pm.
We invite candidates that are keen, enthusiastic and committed to improving patient services with excellent communication skills and the ability to work under pressure, in order to provide comprehensive administration support to all services based across both sites. The successful applicant will be required to provide an efficient and high quality service to the general public, patients and staff.
The post holder will be required to work as part of a small team, providing an efficient, effective and comprehensive reception, switchboard and appointment booking service using EMIS/Cerner/RIS for the patients, the public and administrative support to all other departments. Duties outlined in the job description cover both Clitheroe Health Centre and Clitheroe Community Hospital OPD reception/General office where you will be flexible to cover for sickness and holidays over both sites.
The duties will include administrative, clerical support to wide variety of health professionals, working as a team member and on occasions may be required to work alone.
Handle all external/internal mail and deliveries within the hospital. The post holder will also be required to assist in handling cash on a daily basis, ensuring ELHT security procedures are adhered to at all times.
They will also be required to cover some duties in the absence of the General office Manager.
The Community Administration team covers a vast majority of the East Lancashire area with 11 buildings in 5 localities providing community service support for our patients. As a member of the ELHT family you will be rewarded with a pension scheme and a generous holiday entitlement which starts at 27 days plus bank holidays (pro rata for part time positions).
We also offer a structured in-house training programme, dedicated supervision and support, together with comprehensive appraisal system to encourage your personal development.
The post holder will be required to work as part of a small team, providing an efficient, effective and comprehensive reception, switchboard and appointment booking service using EMIS/Cerner/RIS for the patients, the public and administrative support to all other departments. Duties outlined in the job description cover both Clitheroe Health Centre Treatment Room and Clitheroe Community Hospital OPD reception/General office where you will be flexible to cover for sickness and holidays over both sites.
The duties will include administrative, clerical support to wide variety of health professionals, working as a team member and on occasions may be required to work alone.
Handle all external/internal mail and deliveries within the hospital. The post holder will also be required to assist in handling cash on a daily basis, ensuring ELHT security procedures are adhered to at all times.
They will also be required to cover some duties in the absence of the General office Manager.
1. Provide an efficient and effective enquiry, reception and message taking service for patients, members of the public and staff in person.
2. To manually or electronically book patients, using EMIS/Cerner either over the telephone, by post or face to face, in a sensitive, competent and confidential manner, ensuring that patient treatment room cards are printed and available for the relevant health professionals.
3. To print off the daily treatment room appointments lists for the clinics and maintain filing systems of patient records after treatment.
4. Receive patients onto the databases for their appointments or alternatively confirm their attendance on appointment lists.
5. Responsible for adding patient referrals onto EMIS, maintain the integrity of the data base and discharging patients off the database.
6. Book patient transport requests with the PTS service after treatment.
7. Deal with all aspects of incoming and outgoing mail both internal and external. This includes sorting, re-directing, receipting, and accurate delivery to departments.
8. Ensure goods received in the hospital are delivered to the appropriate department.
9. Provide clerical duties such as laminating, photocopying, filing, and typing for other departments within the Hospital which can include confidential documents regarding patients and staff. This may involve the use of Microsoft Office programmes such as Databases, Excel and Outlook for Email and internet use.
10. Report photocopier faults and order supplies for toner, staples etc.
11. Implement manual procedures if there is a system failure and report any faults to the IT department and monitor progress.
12. Liaise with Maintenance Department either manually or electronically to report and track outstanding faults and breakdowns relating to the premises and equipment within the Departments.
13. Requisition and coding of online ordering for supplies and non-stock supplies using the E-financials and E-Procurement systems. Checking, amending and receipting invoices using the Basware system. Maintain an adequate supply of stationery.
14. Safekeeping in General Office of all in-patient’s cash and valuables during their stay using appropriate paperwork for audit trails in line with policy and procedure.
15. Follow procedures relating to a death whilst in Hospital as set by the Office Manager in conjunction with Auditors. Provide a sensitive and helpful service to the deceased relatives, GP’s and offer an efficient and coherent service to the funeral directors, liaising with portering staff for removal of deceased.
16. Assist with the receipting and banking any Endowment monies donated to the Hospital and send out acknowledgement letters. Assist in receiving and banking any monies on behalf of Friends of Clitheroe Hospital, sending out acknowledgement letters.
17. Assist in the receipt, collection, balancing and banking of all hospital income, including income from the restaurant and vending machine. Dealing with the external money collection agency and report any discrepancies to the Office Manager.
18. Recording of petty cash payments, balancing and re-imbursement of requests following agreed procedures with the Office Manager and in consultation with the cashier/auditors.
19. Provide re-imbursement to patients attending the Clinics and verify entitlement to claim travel expenses following agreed trust policy.
20. Receive lost property and maintain an accurate record, disposing of goods according to Lost Property Procedure.
21. Responsible for booking the Meeting Room and assist with recharges for non-Trust bookings.
22. Occasionally provide cover for Reception/General office at Clitheroe Community Hospital attending Outpatient clinics working on the Cerner system, attending radiology patients on the RIS system and providing a meet and greet for nurse led clinics.
23. To keep and issue keys for departments within the hospital and hold keys for General Office maintaining the signing out register for both equipment and keys, chasing up any unreturned keys/fobs at the end of the day.
24. Respond to external door access system and provide rapid response for departmental panic alarms for all departments on the emergency panel system including and further action as necessary.
25. Assist in archiving of documents and maintaining the archiving register and database.
26. Follow procedure on assigning the correct level of access when producing swipe access cards for new employees and maintain electronic list and paper applications of users for terminated employees.