Bridgewater Community Healthcare NHS Foundation Trust
The Successful postholder be first point of contact at a busy reception, where they will greetpatients, staff, service users. The post holder will be involved in the day today running of the reception ensuring that patients are directed to theirappointments in timely manner. The postholder will manage to clerical officer, including annual leave, PDR,supervisions etc.
Main duties of the job
The Successful Candidate will work on the mainreception desk in a supervisory role in an environment where patients arrivefor their appointments for all departments within Grappenhall Clinic. Dutieswill include arriving patients on the booking system, booking/amending appointments,booking follow up appointments. Supporting the 0-19 service with their admintasks. Answering Emails, dealing with daily tasks and queries, liaising withpatients and clinicians both face to face and over the telephone. They willalso cover the general duties of a busy reception. This can be a challengingrole at times.
The Reception team is a busydepartment which would suit a candidate who enjoys working in a fast paceenvironment.
About us
Flexible working will be considered for all roles.
Unfortunately, we do not hold a sponsor licence for working Visas.
At Bridgewater, our PEOPLE values shape how we deliver ourNHS services in your local community.
They help us deliver our mission to improve local health andpromote wellbeing in the communities we serve.
After all, values are about people and they werecreated in partnership with our staff to reflect what they felt was importantto them
Here at Bridgewater our shared values flow through the organisation.
P - Person-centred-We are passionate about individual needs andpromote independence in the healthcare we provide..
E - Empowered- We empower our people and encourage new ideas to deliver and create improvements in community care.
O - Open and Honest -We behave in a way that develops relationshipsbased on trust, openness, honesty and respect.
P - Professional-We support our people, so everyone has the rightskills and training to deliver outstanding patient care.
L - Locally Lead -We are always learning about our communities andshow great pride in being a local provider of health and care.
E - Efficient -We use our resources wisely to providesustainable and value for money healthcare for our patients.
Job responsibilities
The role will involve working within a small team and main duties are;
Duties and Responsibilities:
* To ensure there is a front line service for all enquiries, responding to telephone and face to face enquiries in an efficient, tactful and professional manner, redirecting calls, taking action as appropriate. Liaising with internal services and partner agencies when necessary.
* The management of the patient booking system to include building of clinic sessions, management of waiting lists and breaches, data cleansing;
* To report all unauthorised absences to the Admin Co-Ordinator and to be responsible for the day to day supervision and reporting of sick leave, lieu, annual leave and study leave to the Co-Ordinator and to complete return to work interviews as appropriate.
* To support the Co-Ordinator in the completion of staff personal development reviews;
* To act as the Superuser for the patient electronic computer system;
* To ensure display and availability of information sources at reception with an adequate and attractive display of front desk poster and leaflet materials to include distribution and collation of all patient surveys;
* To deal with all internal/external mail and redistribution to relevant department;
* To accept deliveries and ensure these are dealt with promptly;
* To ensure vaccine deliveries are stored in accordance with the Immunisation policy where appropriate;
* To maintain an effective photocopying, filing and archiving system including records management in line with Trust policy;
* Ensure that all copy typing/audio typing of medical reports and general correspondence is undertaken to meet deadlines;
* To report any faults, defects or building defects to the CAFM Helpdesk;
* To ensure that appropriate levels of identified stock and lower level clinical equipment are requisitioned on the Purchase Ordering system;
* Compliance with fire precaution/fire safety arrangements including weekly completion of checks required under Fire Register for premises;
* To act as Fire Warden and First Aider to meet legislative requirements.
* To manage and update clinic and meeting rooms availability within the premises and maintain as appropriate;
* To manage, update and maintain clinical diaries as requested;
* To communicate verbally and in writing with multi agency services regarding information which may be sensitive and possibly highly distressing which might be of a legal nature;
* To arrange meetings between staff as directed, take notes and distribute the meeting notes to parties concerned.
* To participate constructively in Team Meetings;
* To identify and support staff training and development programmes in liaison with the Admin Co-Ordinator ensuring mandatory training is up to date for self and team;
* Completion of clinic building inspections and audits;
* Completion of clinical waste documentation;
* Carry out appropriate security arrangements for premises which may include locking and alarming of building;
* Maintain register of all keyholders for the premises;
* Security of contents of key boxes for the whole building;
* Maintain petty cash and any income/expenditure items in line with standard financial instructions; i.e. petty cash, sale of supplies; patient travel costs,
* To carry out inductions for all new members of staff and service users who may work within the postholders clinic location ie that includes fire procedures, facilities of the building and general rules and procedures within that location;
* Responsible for the timely submission of requisitions and year end statistics.
* Responsible for maintaining and updating the asset management register within CAFM;
* To adhere to Bridgewater policies and propose changes to working practices in own administrative area.
In addition, the post holder will be expected to carry out any other duties as required, within the remit of their role
Person Specification
Sponsorship
* Do you have the right to stay and work in the UK without sponsorship (share-codes will be checked if applicable), please state this on your application form.
Skills & Attributes
* Experience of using Microsoft Word and other Microsoft packages to include external databases and system packages.
* Motivated and able to work as part of a team.
* Ability to work on own initiative.
* Good organiser of self and workload.
* Excellent telephone manner and excellent customer service skills.
* Diary maintenance both electronic and manual.
* Ability to take and produce meeting notes.
* Ability to prioritise workload and delegate as necessary.
* Exercise judgement when dealing with patient enquiries analyse and resolve patient problems.
* Ability to analyse and interpret data and extract relevant information and report and act on appropriately.
Qualifications
* 4 GCSEs at grade C or above to include Maths and English or Key Skills equivalents.
* RSA Level II in typing or equivalent.
* NVQ 3 in Business Administration or Customer Care
* ECDL or equivalent
* RSA Level III in typing or equivalent.
Job Specific Requirements
* The ability to travel independently across the Trust
* The ability to work flexibly in accordance with service needs
* Ability to communicate effectively with people at all levels, overcoming barriers to communication including difficult or challenging conversations.
* Flexibility to be able to use filing systems bending and stretching required taking into account any reasonable adjustments that could be made.
* Self-motivated and able to work under a range of pressures.
* Maintenance of confidentiality and diplomacy at all times.
Experience
* Working within a customer facing environment.
* A minimum of 2 years experience in an administrative role.
* Ability to work to and meet deadlines.
* Experience of working in a pressured environment.
* Experience of working in a clinic/ office environment.
* Medical Secretarial experience.
* Previous experience of working within the health or social sector.
* Previous experience of using an appointment booking system.
* Previous experience of supervising staff including the carrying out of Personal Development reviews.
Relations
* If you are related to a director or have a relationship with a director or employee of an appointing organisation, please state the relationship in your application form.
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.
Bridgewater Community Healthcare NHS Foundation Trust
Please quote job reference C9835-COR24-080
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