Job overview
The Fertility Department at St Bartholomew's Hospital, is looking to recruit a B3 Administrator, we are looking for an individual who is enthusiastic and motivated and ideally someone who can use their initiative and who has experience is dealing with highly sensitive matters.
The post is a part-time position at 27.5 hours a week. Please note you will be required to be flexible with working on a rota, and working varied hours between 8:00-16:00, 8:30-16:30 and 9:00- 17:00. The successful candidate must possess good interpersonal skills; good telephone skills and have a professional outlook.
Previous experience in a hospital setting as an administrator is preferred, alongside experience in working in fast passed environments.
The post holder will be responsible for dealing with patient queries via phone and via email, they will be responsible for booking/rescheduling appointments, preparing clinics, pulling notes and any other administrative duties to enable cover across the department where necessary. Excellent email etiquette and written English is required, as part of this role entails managing a busy mailbox and responding to patient emails appropriately. This role requires filing notes by patient hospital numbers in medical records, therefore strong numeracy confidence is required to ensure this is completed accurately
Main duties of the job
The Centre for Reproductive Medicine at Barts Health NHS Trust currently provide services to patients within the North East London and the East of England. To support this, the service handles approximately 700 phone calls a week, and sees 555 patients a week in a range of clinics, scans, treatments and investigations.
As part of the department’s administrative team, the Fertility Administrator will provide professional support to the Centre of Reproductive Medicine and ensure the provision of an excellent ‘front of house’ service. In conjunction with the medical, nursing and embryology teams, they will provide seamless care for Fertility patients ensuring that all patients, relatives and visitors to the department are dealt with in a courteous manner at all times. The Fertility Administrator will be an initial point of contact and information for patients about the services within the department. They will provide information to patients, both face-to-face and by telephone, by covering reception and main Fertility phone lines throughout the week. The role underpins the smooth running of the department’s functions such as clinics, scans, treatments and investigations, by booking patient’s appointments, greeting them on arrival and supporting staff in answering patient questions and queries in-between appointments. Fertility is a seven-day service requiring the Fertility Administrative Team to work shifts to provide support Monday to Friday and at weekends.
Working for our organisation
Barts Health is one of the largest NHS trusts in the country, and one of Britain’s leading healthcare providers.
The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.
Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.
We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment
Detailed job description and main responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s below
Person specification
Experience
Essential criteria
1. Minimum of one year working in a healthcare environment
2. Minimum of one year working in admin/ reception
3. Comprehensive Administration skills
4. A knowledge of Medical terminology
5. Experience of working directly with the patient
6. Experience of dealing with conflict
7. Experience of working in a Healthcare
8. Record Environment
9. Dealing with communication barrier e.g. disability, English is not a first language etc
10. Analyzing patient’s requirements based on limited information
Desirable criteria
11. Experience of dealing with conflict eRS knowledge
Skills
Essential criteria
12. Friendly and flexible
13. Work well as a team member
14. Proficient in Microsoft Office applications
15. Good communication skills
16. Confidence to liaise with people of all levels
17. Meet deadlines
18. Work effectively when busy
19. Able to work on own initiative
20. Maintain discretion
21. Maintain confidentiality
22. Dealing with conflicting priorities
23. Able to use initiative
24. Able to working without being directly supervised
Knowledge/ Qualification
Essential criteria
25. Friendly and flexible
26. Work well as a team member
27. Proficient in Microsoft Office applications
28. Good communication skills
29. Confidence to liaise with people of all levels
30. Prioritise own workload
31. Meet deadlines
32. Work effectively when busy
33. Arrange meetings
34. Able to work on own initiative
35. Maintain discretion
36. Maintain confidentiality
37. Choose & Book Knowledge
Desirable criteria
38. NVQ L3 or equivalent experience in Health/Business environment