Job summary Ward Clerk - Surgical Assessment Unit 30 hours per week Permanent Salary - £23,615 per annum Closing Date - 5th March 2025 Interview Date - 14th March 2025 This post may close early due to high numbers of applications, so you are advised to apply promptly. All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas. A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day. We welcome applications from the Armed Forces Community - get in touch to find out more JoinTeamEliot Main duties of the job To provide an efficient administrative support service to the Surgical Assessment Unit To provide a specialised, comprehensive and confidential administration and booking service to the Surgical Directorate adhering to Trust and National standards, policies and procedures. To act as a source of advice and guidance regarding the service. About us Here at George Eliot our vision to ' excel at patient care' taking centre stage. An ever evolving clinically- led acute service provider we are on a journey to continually provide high quality, safe and responsive health services delivered by inspiring and compassionate staff who share our corporate values: E ffective open communication E x cellence and safety in everything we do C hallenge but support E xpect respect and dignity L ocal health that inspires confidence Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking. Date posted 27 February 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year per annum Contract Permanent Working pattern Part-time Reference number 230-50655940-SURG-A Job locations George Eliot Hospital College Street Nuneaton CV10 7DJ Job description Job responsibilities Deal with all telephone calls relating to the outpatient appointment and booking system, ensuring all calls are dealt with in a polite, pleasant and professional manner. Book all new and follow-up appointments according to the Patient Access policy ensuring that all appointments are made using direct booking systems and within waiting time targets. Record patients on the Lorenzo system according to data quality standards and the Patient Access Policy. To act as a first point of contact for dealing with enquiries and take action as necessary liaising and effectively communicating at all levels using written, oral and electronic methods. To ensure, wherever possible, that all documentation is up to date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary. To continually contribute to patient and business improvement Agendas. This will require undertaking any project work as directed including obtaining information using current systems and share ideas for potential service improvement. To assist with the implementation and maintain an efficient office management system/procedure to enable the Department to optimise their standards of service. Support team members. This will require undertaking appropriate staff training and development as required, providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required. Registration of internal referrals. Management of e-referrals on the Electronic Referral Service (eRs) Booking of all patient appointments in line with Trust and National targets. Contacting patients for short notice appointments aiding clinic utilisation. Managing the external Outpatient letter system. Managing the NHS mailbox for IPTs. Referral verification (chasing missing referrals). Contacting patients to inform them of short notice clinic cancellations / reschedules. Greet patients check and update personnel details if necessary on Lorenzo and attend into relevant clinic. Direct patients to appropriate areas. To outcome all patients attendances, ensuring that all patients have either been re-appointed, discharged, suspended, DNAs or added to the waiting list in accordance with agreed procedure. To cancel, re-appoint and reschedule patients appointments at patient or Consultant request. Absorb information from many different points of contact including patients, nursing and clinical staff, secretaries, outside locations, GP surgeries and other hospitals by written, verbal and email. communication. Act on the information and distribute accurately. To prepare all necessary documentation and/or paperwork for clinics. To telephone patients at short notice to fill empty clinic slots. To correct any operator errors within Lorenzo following protocol. Works flexibly on a rota basis to cover Outpatient reception areas as required. To ensure that Consultants are aware of any patients who DNAd clinic appointment and undertake action as required. To open and sort Outpatients post daily and to take appropriate action. To provide cover in any other team or department within the Directorate if required. For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached. Job description Job responsibilities Deal with all telephone calls relating to the outpatient appointment and booking system, ensuring all calls are dealt with in a polite, pleasant and professional manner. Book all new and follow-up appointments according to the Patient Access policy ensuring that all appointments are made using direct booking systems and within waiting time targets. Record patients on the Lorenzo system according to data quality standards and the Patient Access Policy. To act as a first point of contact for dealing with enquiries and take action as necessary liaising and effectively communicating at all levels using written, oral and electronic methods. To ensure, wherever possible, that all documentation is up to date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary. To continually contribute to patient and business improvement Agendas. This will require undertaking any project work as directed including obtaining information using current systems and share ideas for potential service improvement. To assist with the implementation and maintain an efficient office management system/procedure to enable the Department to optimise their standards of service. Support team members. This will require undertaking appropriate staff training and development as required, providing cross-cover on a reciprocal basis in the absence of colleagues and providing day to day supervision where required. Registration of internal referrals. Management of e-referrals on the Electronic Referral Service (eRs) Booking of all patient appointments in line with Trust and National targets. Contacting patients for short notice appointments aiding clinic utilisation. Managing the external Outpatient letter system. Managing the NHS mailbox for IPTs. Referral verification (chasing missing referrals). Contacting patients to inform them of short notice clinic cancellations / reschedules. Greet patients check and update personnel details if necessary on Lorenzo and attend into relevant clinic. Direct patients to appropriate areas. To outcome all patients attendances, ensuring that all patients have either been re-appointed, discharged, suspended, DNAs or added to the waiting list in accordance with agreed procedure. To cancel, re-appoint and reschedule patients appointments at patient or Consultant request. Absorb information from many different points of contact including patients, nursing and clinical staff, secretaries, outside locations, GP surgeries and other hospitals by written, verbal and email. communication. Act on the information and distribute accurately. To prepare all necessary documentation and/or paperwork for clinics. To telephone patients at short notice to fill empty clinic slots. To correct any operator errors within Lorenzo following protocol. Works flexibly on a rota basis to cover Outpatient reception areas as required. To ensure that Consultants are aware of any patients who DNAd clinic appointment and undertake action as required. To open and sort Outpatients post daily and to take appropriate action. To provide cover in any other team or department within the Directorate if required. For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached. Person Specification qualification and professional training Essential Good standard of education GCSE in English Language GCSE in Math's experience and knowledge Essential Office environment experience Dealing with members of the public Keyboard and typing skills Evidence of ability to priorities workload including working under pressure to meet deadlines Desirable Administration experience within an NHS setting skills and abilities Essential Good Organisational skills Ability to multi-task Excellent communication skills and interpersonal skills Personal qualities Essential Excellent time keeping Calm, pleasant manners Ability to work within a demanding environment Flexible Person Specification qualification and professional training Essential Good standard of education GCSE in English Language GCSE in Math's experience and knowledge Essential Office environment experience Dealing with members of the public Keyboard and typing skills Evidence of ability to priorities workload including working under pressure to meet deadlines Desirable Administration experience within an NHS setting skills and abilities Essential Good Organisational skills Ability to multi-task Excellent communication skills and interpersonal skills Personal qualities Essential Excellent time keeping Calm, pleasant manners Ability to work within a demanding environment Flexible 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 UK Visas and Immigration website (Opens in a new tab). 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. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). 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 UK Visas and Immigration website (Opens in a new tab). 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. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name George Eliot Hospital NHS Trust Address George Eliot Hospital College Street Nuneaton CV10 7DJ Employer's website http://www.geh.nhs.uk/ (Opens in a new tab)