Job summary Are you passionate about creating seamless experiences for families while driving operational efficiency? This hands-on role puts you at the heart of our operations, where you'll work closely with dynamic teams to manage appointments within a well-structured six-week booking system. You'll play a pivotal role in processing referrals, both through the Electronic Referral System (ERS) and external channels, ensuring every step is handled with precision and care. This is a great opportunity to showcase your attention to detail and organizational skills while contributing to a smooth and efficient referral process. In this role, you'll also connect directly with parents, building strong relationships and ensuring their needs are met. Your ability to empathize, communicate effectively, and organize schedules will be instrumental in filling clinic slots and maximizing the efficiency of our services. If you enjoy making a real difference and thrive in a collaborative, fast-paced environment, this is the perfect opportunity for you You are required to provide your qualification certificates GCSE in English and Maths. All overseas qualifications must be proved comparable to UK standards through UK ENIC. Main duties of the job Are you ready to play a key role in supporting a robust booking system for paediatric appointments in the community? This role is all about keeping things running smoothly, ensuring children and families get the care they need while providing exceptional communication and organizational support. You'll be at the center of communication, working with a wide range of people, including internal teams, external stakeholders, and community partners. Using a variety of methodswhether it's verbal, electronic, or tailored to individual needsyou'll ensure information is shared effectively and appropriately. A critical part of your responsibilities will include monitoring service emails and managing referrals. You'll be the first point of contact for these, ensuring they are handled with accuracy, efficiency, and care. This is an exciting opportunity to make a tangible difference, combining your communication skills and organizational expertise to support a vital service. About us We have 10000 fantastic people working hard to deliver quality services to our patients. Whatever your role, you help look after 370,000 people in our local area & give specialist care to 1.5 million people across Lancashire & Cumbria. Working with us gives you the knowledge and sense of pride that every activity you do genuinely does make a difference to support our patients & staff, ensuring we keep thriving & delivering outstanding healthcare right across our local towns. You'll have access to varied development opportunities, learn new skills, meet fab people & do things you'd never have done. You'll learn about working in a hospital, interacting with people from all different roles to build skills & enhance your career path. You'll make an impact, be challenged to think differently, be bold & help innovate to keep improving things. Everything we do centres around patient care and enhancing their experience which means your role is pivotal and something really to be proud of. Date posted 06 January 2025 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year Per Annum, Pro Rata Contract Fixed term Duration 12 months Working pattern Part-time Reference number 438-PB2458 Job locations Aston Health Centre Ashton Preston PR2 1HR Job description Job responsibilities Responding to external and internal telephone queries from parents/patients, ensuring all questions are addressed promptly and effectively. Monitoring service emails and processing patient referrals via ERS, schools, and other medical professionals with accuracy and attention to detail. Liaising directly with parents, supporting them with queries and booking appointments while delivering excellent customer service. Supporting the Medical Secretary Team Leader and assisting medical secretaries within a busy community setting. Organizing incoming and outgoing post, ensuring inquiries are referred to the appropriate person if needed. Organizing clinics, booking appointments, and managing waiting lists, including activating and discharging appointments, and handling patient queues on FLEX. Maintaining data spreadsheets for the service/team, working closely with consultants to ensure clinics are fully booked and all slots are utilized efficiently. Data entry using Trust IT systems and MS Excel to keep records up-to-date and accurate. Filing and scanning patient notes into Evolve for secure and accessible documentation. Ad hoc administrative duties, providing flexible support wherever needed. Job description Job responsibilities Responding to external and internal telephone queries from parents/patients, ensuring all questions are addressed promptly and effectively. Monitoring service emails and processing patient referrals via ERS, schools, and other medical professionals with accuracy and attention to detail. Liaising directly with parents, supporting them with queries and booking appointments while delivering excellent customer service. Supporting the Medical Secretary Team Leader and assisting medical secretaries within a busy community setting. Organizing incoming and outgoing post, ensuring inquiries are referred to the appropriate person if needed. Organizing clinics, booking appointments, and managing waiting lists, including activating and discharging appointments, and handling patient queues on FLEX. Maintaining data spreadsheets for the service/team, working closely with consultants to ensure clinics are fully booked and all slots are utilized efficiently. Data entry using Trust IT systems and MS Excel to keep records up-to-date and accurate. Filing and scanning patient notes into Evolve for secure and accessible documentation. Ad hoc administrative duties, providing flexible support wherever needed. Person Specification Qualifications & Education Essential GCSE English (C or higher) GCSE Maths (C or higher) Desirable ECDL NVQ Apprenticeship in Administration Knowledge & Experience Essential Literate Numerate Computer literate in Microsoft Word & Excel and ability to learn complex data base systems Attention to detail Ability to work quickly with accuracy Good customer care and ability to take accurate messages Comprehension of Information Governance Desirable An understanding of Quadramed / Evolve Worked in an NHS medical setting Person Specification Qualifications & Education Essential GCSE English (C or higher) GCSE Maths (C or higher) Desirable ECDL NVQ Apprenticeship in Administration Knowledge & Experience Essential Literate Numerate Computer literate in Microsoft Word & Excel and ability to learn complex data base systems Attention to detail Ability to work quickly with accuracy Good customer care and ability to take accurate messages Comprehension of Information Governance Desirable An understanding of Quadramed / Evolve Worked in an NHS medical setting 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 Lancashire Teaching Hospitals NHS Foundation Trust Address Aston Health Centre Ashton Preston PR2 1HR Employer's website https://www.lancsteachinghospitals.nhs.uk/ (Opens in a new tab)