Job overview
The post holder will play an active role within the Paediatric Secretarial Team, supporting the smooth and efficient running of Paediatric clinics. Working in full compliance with GDPR and Information Governance standards, they will carry out a range of administrative duties, including preparing and sending correspondence to parents, GPs, and external organisations. They will issue appointment reminder text messages to help optimise clinic capacity, scan paper records into the electronic patient record system, and manage all incoming and outgoing internal and external post. The role also requires flexibility in undertaking any additional tasks relevant to the department's needs.
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Reporting to the Assistant Service Manager; assisting in administration and relevant
tasks for the rapid turnaround of clinic letters.
Accurate patient administration: new and follow-up appointments are made as necessary, agreeing dates and times with patients.
To deal with patients and external and internal staff enquiries promptly and efficiently in person or via the telephone or email, in a courteous and confidential manner and provide assistance as required.
Adhere to Trust & Government targets, Data protection and Data Quality.
Prepare and send out outpatient notification letters or notifying by phone where necessary.
Booking, amending, rescheduling or cancelling clinics as requested by the secretary or Assistant Service Manager.
Deal with daily internal and external post.
Scanning paper records and notes onto electronic patient record
Responsible for the escalation of risks or pressures in achieving data completion.
Show empathy when dealing with emotionally distressed patients or family members.
Be able to concentrate whilst working in a busy, potentially noisy environment.
To have comprehensive understanding of the duties of, and provide support to, the secretaries. This includes duties such as prioritising and arranging appointments, maintaining the appointment system(s), preparing clinic packs in readiness for clinics and patient's records are to be scanned and returned to the Records Library.
Any other duties relevant to the area of work.
Working for our organisation
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.
Our values
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
Detailed job description and main responsibilities
The Post Holder is a member of the Paediatric Secretarial team responsible for the
administration of Paediatric clinics, and will need to work strictly within the GDPR
Information Governance guidelines, with accuracy ensuring that clinic letters are sent in a
timely way, and that documents are scanned correctly into patient's electronic record.
Duties include ensuring the correct and timely input of patient information onto the Patient
Administration System (PAS) and providing a high quality supporting service within the
Paediatric Secretarial Team. The Post Holder must be able to communicate well with
patients and their relatives, the general public and a wide range of multi-professional staff,
internal and external to the Trust. In order to provide a support service to the clinical staff,
a versatile approach is essential and the ability to cope with a large number of different
tasks simultaneously is a prerequisite of this post. All aspects of this role should be carried
out in line with Trust Policies and Procedures on data collection and confidentiality.
Confidentiality in all matters is of the utmost importance. To support the delivery of a high
quality, safe and compassionate healthcare service, all staff are expected to act as a role
model to others in all aspects of their work and consistently demonstrate the Trust values.
It is an exciting time to join the newly formed Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.
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. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
All new staff will be subject to a probationary period covering their first six months in post.