Job summary To provide a full administrative support to the Outpatient Service Department, by the timely and accurate preparation of Outpatient clinics and reception of patients. To ensure patient's needs are central to the delivery of the service, and compliance with all appropriate policies and procedures. Main duties of the job We are looking for a well organised individual to join our Outpatients Clinic Prep Team. The ideal candidate will have experience in working in a busy environment and work to tight deadlines. You will deliver high level of customer care and communication skills and liaise with other teams within the trust. It is important to ensure patients' needs are central to the delivery of the service, therefore it is important that you have first class customer service skills along with a professional telephone manner and organisational skills. You must be a motivated, enthusiastic individual who possess excellent interpersonal and communication skills with an ability to work effectively within a team. You must also have knowledge of general office systems and protocols in a customer related environment. About us Choose Well - Choose WWL Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement, and living our values 'the WWL Way'. WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs. On-Call Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational. Date posted 24 March 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year Per Annum, Pro rata Contract Permanent Working pattern Part-time, Flexible working Reference number 302-25-7035255SS Job locations Wrightington Hospital Hall Lane Appley Bridge, Wigan WN6 9EP Job description Job responsibilities To ensure that all patients case-notes are prepared and available in advance of the clinic in accordance with procedure To be responsible for the scanning of Outpatient clinic documentation. To ensure case-notes are transported between areas in a secure and confidential manner in line with Caldicott guidance. To assist members of the medical and nursing staff with any queries during the course of the clinic. Deal with walk-in patients to clinic, ensuring that the patients case-notes are obtained and transported as quickly as possible. Provide outpatient clinic lists and booking summaries for consultants and nursing staff and produce patient labels as required. Action departmental post in a timely manner and ensure that all consultant correspondence is taken into clinic and returned to the appropriate person following clinic. Liaise with the Transport Department to ensure the deadlines for receipt and dispatch of case-notes is strictly adhered to. To provide cover when necessary. To provide any other duties that may be required relevant to this grade. Job description Job responsibilities To ensure that all patients case-notes are prepared and available in advance of the clinic in accordance with procedure To be responsible for the scanning of Outpatient clinic documentation. To ensure case-notes are transported between areas in a secure and confidential manner in line with Caldicott guidance. To assist members of the medical and nursing staff with any queries during the course of the clinic. Deal with walk-in patients to clinic, ensuring that the patients case-notes are obtained and transported as quickly as possible. Provide outpatient clinic lists and booking summaries for consultants and nursing staff and produce patient labels as required. Action departmental post in a timely manner and ensure that all consultant correspondence is taken into clinic and returned to the appropriate person following clinic. Liaise with the Transport Department to ensure the deadlines for receipt and dispatch of case-notes is strictly adhered to. To provide cover when necessary. To provide any other duties that may be required relevant to this grade. Person Specification Qualifications Essential To be educated to GCSE/CSE or equivalent English grade C or above or able to demonstrate equivalent. Has achieved NVQ level 2 Business & Administration or willing to work towards. Desirable Willing to work towards NVQ level 3 Business & administration. Experience Essential To have worked or have experience In working in a busy pressurised customer focused environment. To work efficiently to Targets and deadlines Desirable Recent work experience within a healthcare setting To have had experience of patient administration systems and processes Skills Essential To deliver a high level of customer care and communication skills Excellent organisational skills. Ability to prioritise and manage own workload. Computer Skills/keyboard skills. General office duties/filing, faxing etc. Desirable IT skills i.e. e-mail, intranet and Microsoft Packages. The ability to adapt to new systems/procedures as required. Knowledge Essential To demonstrate a clear understanding of customer care services. The ability to follow strict guidelines and procedures within a Healthcare setting To be aware of confidentiality Desirable Demonstrate a knowledge and understanding of customer care practises and procedures. Be aware of Data protection Act. Additional Essential To be flexible and adaptable within a busy environment and be able to work at short notice. Good attendance record. Be able to fulfil the requirements of the role. Self motivation Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation. Person Specification Qualifications Essential To be educated to GCSE/CSE or equivalent English grade C or above or able to demonstrate equivalent. Has achieved NVQ level 2 Business & Administration or willing to work towards. Desirable Willing to work towards NVQ level 3 Business & administration. Experience Essential To have worked or have experience In working in a busy pressurised customer focused environment. To work efficiently to Targets and deadlines Desirable Recent work experience within a healthcare setting To have had experience of patient administration systems and processes Skills Essential To deliver a high level of customer care and communication skills Excellent organisational skills. Ability to prioritise and manage own workload. Computer Skills/keyboard skills. General office duties/filing, faxing etc. Desirable IT skills i.e. e-mail, intranet and Microsoft Packages. The ability to adapt to new systems/procedures as required. Knowledge Essential To demonstrate a clear understanding of customer care services. The ability to follow strict guidelines and procedures within a Healthcare setting To be aware of confidentiality Desirable Demonstrate a knowledge and understanding of customer care practises and procedures. Be aware of Data protection Act. Additional Essential To be flexible and adaptable within a busy environment and be able to work at short notice. Good attendance record. Be able to fulfil the requirements of the role. Self motivation Speak English to an appropriate standard relevant to their role, i.e. with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation. 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. Employer details Employer name Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust Address Wrightington Hospital Hall Lane Appley Bridge, Wigan WN6 9EP Employer's website http://www.wwl.nhs.uk/ (Opens in a new tab)