Job summary This role will be part of the Centralised Pre-Operative Assessment Unit working across Nottingham University Hospitals sites including Nottingham City Hospital, Queen's Medical Centre and NHS Treatment Centre. The postholder will work 4 days per week 8am - 6pm. You will be providing high quality admin and clerical support in the form of booking pre-operative and anesthetic appointments using electronic booking systems and liaise closely with all departments involved in providing timely appointments for patients. The Pre-Operative Assessment Unit is a busy unit providing assessments to all types of patients from different surgical pathways. The Unit is made up of Consultant Anesthetists, Nurses, HCA's and Admin and Clerical Staff. There is the option for one day work from home in, subject to full training and in line with management standards. Access to the Staff Wellbeing programme including our 24hour staff advice and emotional support service, financial advice service, a staff physiotherapy service and staff support networksAccess to Spiritual and Pastoral Care ServicesSalary sacrifice schemesCycle to work and travel passesNHS discountsFlexible working Details of these and other benefits can be found on our intranet pages which you will have access when you commence with Team NUH. Main duties of the job The main duties of the role will include; Working as part of the outpatient team based across 3 sites. Ability to use initiative and judgement in dealing with non-routine enquiries and situations Ability to exercise judgement and initiative when dealing with urgent enquiries and knowing when to escalate. Liaise closely with all departments involved in providing timely appointments for patients. Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the directorate management team medical/nursing staff. Reduce and cancel clinics About us With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation. Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH. Date posted 01 November 2024 Pay scheme Agenda for change Band Band 3 Salary £24,071 to £25,674 a year per annum Contract Permanent Working pattern Part-time, Home or remote working, Compressed hours Reference number 164-6700224 Job locations Nottingham University Hospitals Derby Road Nottingham NG7 2UH Job description Job responsibilities Please refer to the job description and person specification attached to the advert for the full details of the vacancy. KEY JOB RESPONSIBILITES Be responsible for arranging partial booking follow up appointments. Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the directorate management team medical/nursing staff. Reduce and cancel clinics Arrange transport as necessary Ensure Referral to treatment patient data quality is accurate at all times. Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary. Manage the demand and capacity within the standard operating practice taking decision to escalate to the directorate management team any capacity issues Highlight any capacity issues that arise. Ensure all referrals are logged and booked in a timely manner meeting the standards in the NUH Access Policy and department KPIs Responds to any temporary day to day demand and capacity updates required in Medway Print appointment/procedure confirmation letters as necessary and send to patients with the relevant information leaflets promptly. Contact patients by telephone to ensure patients are aware of their appointments. Keep personal data updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc. Notify Outpatient Co-ordinator or designated person of any patients who fail to attend their appointment who will take necessary action in line with department and/or Trust policies. Receive and respond to enquiries from relatives/external agencies adhering to Trust confidentiality guidelines at all times Be able to competently use Medway PAS and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department. Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately. Present a professional, polite and courteous attitude at all times and be appropriately dressed when on duty. Undertake any other duties, which may reasonably be required. Work across site when required. Job description Job responsibilities Please refer to the job description and person specification attached to the advert for the full details of the vacancy. KEY JOB RESPONSIBILITES Be responsible for arranging partial booking follow up appointments. Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the directorate management team medical/nursing staff. Reduce and cancel clinics Arrange transport as necessary Ensure Referral to treatment patient data quality is accurate at all times. Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary. Manage the demand and capacity within the standard operating practice taking decision to escalate to the directorate management team any capacity issues Highlight any capacity issues that arise. Ensure all referrals are logged and booked in a timely manner meeting the standards in the NUH Access Policy and department KPIs Responds to any temporary day to day demand and capacity updates required in Medway Print appointment/procedure confirmation letters as necessary and send to patients with the relevant information leaflets promptly. Contact patients by telephone to ensure patients are aware of their appointments. Keep personal data updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc. Notify Outpatient Co-ordinator or designated person of any patients who fail to attend their appointment who will take necessary action in line with department and/or Trust policies. Receive and respond to enquiries from relatives/external agencies adhering to Trust confidentiality guidelines at all times Be able to competently use Medway PAS and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department. Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately. Present a professional, polite and courteous attitude at all times and be appropriately dressed when on duty. Undertake any other duties, which may reasonably be required. Work across site when required. Person Specification Training & Qualifications Essential To be educated to 'O' level, GCSE or equivalent standard English at Grade C or equivalent ECDL or equivalent IT experience Desirable NVQ Level 3 or equivalent Experience Essential Previous experience in an office environment Knowledge of IT systems, e.g. Microsoft Office, Word, Excel Understanding of the importance of confidentiality Customer Service focused role Desirable Knowledge of hospital IT systems, e.g. Medway PAS, Notis Knowledge of outpatient work Communication and relationship skills Essential Excellent communication skills with the ability to Communicate with staff and the public at all levels Ability to work as part of a team and quickly adapt to Changing situations. Analytical and Judgement skills Essential Able to use judgement to make decisions in order to solve problems/enquiries Ability to deal logically with quite complex issues, and deal with these in a professional manner Works in line with organisational goals and objectives Desirable Works with standard procedures and in line with Trust Policies Planning and organisation skills Essential Ability to prioritise workload and use own initiative Demonstrates enthusiasm and a conscientious approach to work, advocating this to others Physical skills Essential Be able to sit for prolonged periods Frequent use of VDU equipment Be able to stand/walk for prolonged periods Other requirements specific to the role (e.g. be able to drive or work shifts) Essential Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace Remains calm and co-operative under pressure or in difficult and uncertain situations Ability to work across all sites Person Specification Training & Qualifications Essential To be educated to 'O' level, GCSE or equivalent standard English at Grade C or equivalent ECDL or equivalent IT experience Desirable NVQ Level 3 or equivalent Experience Essential Previous experience in an office environment Knowledge of IT systems, e.g. Microsoft Office, Word, Excel Understanding of the importance of confidentiality Customer Service focused role Desirable Knowledge of hospital IT systems, e.g. Medway PAS, Notis Knowledge of outpatient work Communication and relationship skills Essential Excellent communication skills with the ability to Communicate with staff and the public at all levels Ability to work as part of a team and quickly adapt to Changing situations. Analytical and Judgement skills Essential Able to use judgement to make decisions in order to solve problems/enquiries Ability to deal logically with quite complex issues, and deal with these in a professional manner Works in line with organisational goals and objectives Desirable Works with standard procedures and in line with Trust Policies Planning and organisation skills Essential Ability to prioritise workload and use own initiative Demonstrates enthusiasm and a conscientious approach to work, advocating this to others Physical skills Essential Be able to sit for prolonged periods Frequent use of VDU equipment Be able to stand/walk for prolonged periods Other requirements specific to the role (e.g. be able to drive or work shifts) Essential Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace Remains calm and co-operative under pressure or in difficult and uncertain situations Ability to work across all sites 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 Nottingham University Hospitals NHS Trusts Address Nottingham University Hospitals Derby Road Nottingham NG7 2UH Employer's website https://www.nuh.nhs.uk/ (Opens in a new tab)