Job summary
Job Title: Administration Clerk - Immunisation service
Hours per week: Part Time - hours per week
Perm/Fixed Term: Fixed Term -18 months (flexible days)
Salary: £23,615 per annum
Closing Date: 8th December 2024
Interview Date : 6th January 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.
#JoinTeamEliot
Main duties of the job
1. To provide an efficient administrative support service to the Immunisation service
2. To provide a specialised, comprehensive and confidential administration and booking service to the Clinical support services directorate, adhering to Trust and National standards, policies and procedures.
3. To act as a source of advice and guidance regarding the service.
4. Provide general office and administration support to the Vaccination Centre and outreach team.
5. Photocopy, print and scan documents as requested, deal with incoming and outgoing post and carry out filing.
6. Receive visitors, staff and students to the department in a professional and courteous manner.
7. Assist visitors, staff and students by providing information and responding to routine queries.
8. Make and receive telephone calls in a professional and courteous manner.
9. Take clear, accurate messages and ensure these are passed on to the appropriate person.
For further information, please refer to the Job Description and Personal Specification.
About us
Here at George Eliot our vision to' excel at patient care' takes centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive services delivered by inspiring, friendly and compassionate staff who share our corporate values which underpin everything we do. Our values are not just words on a piece of paper, they bond us together, reflect our ambition and shape who we are:
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, in house training and development, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
Job description
Job responsibilities
10. Deal with all telephone calls relating to appointments and booking system, ensuring all calls are dealt with in a polite, pleasant and professional manner.
11. 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.
12. Record patients on the Lorenzo system according to data quality standards and the Patient Access Policy.
13. 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.
14. 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.
15. 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.
16. To assist with the implementation and maintain an efficient office management system/procedures to enable the Department to optimise their standards of service.
17. 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 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.
For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.
Person Specification
Experience and Knowledge
Essential
18. Experience of working in an office.
19. Experience of providing customer service.
20. Experience of using a computer in a work environment.
21. Experience of using telephone and email in an office environment.
Desirable
22. Experience of inputting data into access data bases/excel.
23. Experience of using power point to create presentations.
24. Experience of using Moodle.
25. Experience of using ESR/OLM.
26. Experience of maintaining and ordering stationary stock.
Qualification and Professional Training
Essential
27. Hold or be working towards a level 2 qualification in administration OR hold one of the following NVQ administration or RSA (The Royal Society of Arts) certificate - professional typing and word processing course or CLAIT - qualification in using computers or Microsoft Office Skills Course
28. Functional Skills Math's and English Level 1 OR GCSE English and Math's A-D grade
Skills and Abilities
Essential
29. Good written and oral communication skills
30. Good interpersonal skills
31. Ability to communicate with staff at all levels and maintain good working relationships
32. Ability to work under pressure to meet required deadlines
33. Able to produce clear, well presented documents and letters
34. Able to produce clear, well presented documents and letters
35. Able to move equipment and set rooms up
36. Able to maintain confidentiality of information at all times
37. Able to recognise when to ask for help
38. Able to manage own time
39. Able to work independently and as part of a team
Desirable
40. Knowledge of waiting lists issues
Personal Qualities
Essential
41. Good communication skills
42. Understanding of confidentiality
43. Good organisation skills
44. Able to prioritise own workload
45. Able to work under pressure
46. Methodical and accurate
47. Flexible approach to the needs of the department
48. Good telephone manner
49. Confident
50. Team member
51. Patient and precise
52. Smart appearance
other
Essential
53. willingness to undertake any training necessary
54. must be able to work unsupervised
Desirable
55. willingness to cover colleagues in their abscence