Job summary
Undertake reception duties for patients and visitors to the Diabetes Centre. Give clerical and administrative support to the Diabetes Centre to assist with all administrative procedures relating to the patient's appointment including telephone queries re clinic appointments and preparing notes for clinic appointments. Physical retrieval and movement of case notes from Medical Records and other departments. Includes responsibility for booking and tracking all case notes to and from the department, returning them and liaising with other staff to locate case notes. To photocopy notes as required, arrange transportation of notes/X-rays, email information as required.
Annual leave will be agreed with the Service Manager and in line with the team to ensure continuous administrative support to the department.
The post holder may be required to work across the Trust to offer administrational support as required.
Main duties of the job
* To provide reception and administrative support to the centre, telephone contact point for incoming and ongoing calls, cross cover and workload support.
* To support the team of specialist diabetes nurses in the efficient management and running of the diabetes centre. To observe which jobs need prioritising and to work as part of a team to assist that efficient and effective running of reception and administrative function of the centre.
* To help maintain the effective communication between different staff members and patients within the departments. Liaise with wards and other departments if necessary.
* Sort incoming correspondence. Select urgent letters and referrals. Collate referrals and send appointment letters.
* To demonstrate good communication skills when using the telephone and dealing with enquiries.
* To manage own work and time effectively. To assist with holiday and sick cover in department as requested to ensure an efficient service.
* To provide information and support queries from other health practitioners.
* To perform clerical duties including answering the phone and dealing with incoming mail.
* To deal with any queries or complaints efficiently and effectively, passing on any relevant information as appropriate.
* Alert the team if low levels of stocks of stationary and consumables.
* To be fully conversant with the hospital patient information system.
* Maintain a clean, safe and tidy working environment.
About us
Maidstone and Tunbridge Wells NHS Trust ranks among the top 10 NHS Trusts nationwide and was named the second-best Trust to work for in the South East in the 2023 NHS Staff Survey.
We are a large acute hospital trust in south-east England, providing general hospital services and specialist care to around 600,000 residents in West Kent and East Sussex. With a dedicated and diverse team of over 8,000 staff we are proud to offer specialised cancer services to over two million people through the Kent Oncology Centre.
Fordcombe Hospital, near Tunbridge Wells, became part of the Trust in October 2024. Specialising in planned care, it offers two operating theatres, 28 inpatient and day-care beds, diagnostic services (X-ray, MRI, CT, and endoscopy), and consultation/treatment rooms.
Looking for flexible working? We are a flexible working-friendly organisation. Whether it's adjusting your hours or exploring other flexible arrangements, we want to work with you to find the best solution for you, our patients, and the Trust. Talk to us about how we can accommodate your working needs.
Joining us includes a comprehensive benefits package:
* At least 27 days of annual leave plus public/bank holidays (pro-rata for part-time staff).
* Membership in the NHS Pension Scheme, with a 20.6% employer contribution and life assurance benefits.
* Blue Light card eligibility.
* And more, additional benefits can be found in the benefits documents below.
Job description
Job responsibilities
We’ve provided all the details you need about this role in the job description and person specification. Please take a moment to review the criteria in the person specification and share specific examples in your application that demonstrate how you meet these requirements. Please also check your application for errors/omissions prior to submission.
All successful applicants will be required to complete our corporate trust induction once a start date had been agreed.
Person Specification
Qualifications
Essential
* Good standard of general education 5 GCSE's including English and Maths.
Experience
Essential
* Previous reception/administration experience.
Desirable
* Acute sector experience or equivalent.
Skills
Essential
* Demonstrated good computer skills in job roles word and excel.
* Excellent interpersonal skills both verbal and written.
* Excellent telephone manner.
* Ability to support colleagues and work as part of a Team.
* Good organisational ability.
* Demonstrates good time management skills.
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
Maidstone and Tunbridge Wells NHS Trust
Address
Abbey Court Diabetes Centre
2nd Floor 7 - 15 St Johns Road
Tunbridge Wells
TN4 9TF
Employer's website
https://www.mtw.nhs.uk/ (Opens in a new tab)
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