Main area: Specialised Services
Grade Band: 2
Contract: Permanent
Hours: Full time - 37.5 hours per week (Monday - Friday 08:30 - 17:00)
Job ref: 387-SPS-4007-MF
Site: Myrtle Road Admin Offices
Town: Bristol
Salary: £23,615 pa pro rata
Salary period: Yearly
Closing: 31/12/2024 08:00
As an organisation we recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.
We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.
The Reception and Appointment Clerk works in an office-based role, booking appointments and managing our telephone systems. As the team deals with a wide range of enquiries, the Reception and Appointment Clerk will often link in with the other admin teams which include the Treatment Bookings team, Clinic Co-Coordinators, Medical Secretaries, and Nurse Specialist Support Team.
The Reception and Appointment Clerk also provides a frontline welcome, support, information and signposting to patients being treated and living with a cancer diagnosis, as well as patients who have non-malignant blood conditions. Working as part of a multi-disciplinary team across the Bristol Haematology and Oncology Centre (BHOC) Outpatient and Day Unit, in both Haematology and Oncology.
The Reception and Appointment team work across two sites, Bristol Haematology & Oncology Centre and the Myrtle Road Administration Office.
Main duties of the job
* To welcome patients to the department, ensuring that patient information held is correct (address, telephone numbers, GP details, Next of Kin details), and that the attendance is recorded on Medway/Mosaiq.
* To liaise with patients, wards, clinical staff, GPs and Trust support staff in person, via telephone and email as necessary.
* To communicate effectively, promptly and accurately, applying discretion and tact where necessary, with written, telephone and face-to-face contact, with patients, visitors, other Trust staff and various external agencies.
* Escalate patient queries, capacity problems and general issues to the role’s line manager or relevant clinical staff as appropriate.
* To provide appropriate and timely information to all visitors to the Department or in response to telephone calls as deemed necessary and appropriate, and in accordance with the Data Protection Act and any Hospital/Departmental guidelines.
* To be a point of contact for 'Outpatient' and 'Treatment Bookings' telephone calls into the department.
* To liaise with the nursing and medical staff to ensure that planned day unit sessions run to time, have all the relevant patient notes prior to patients attending, and that patient notes are prepped with necessary paperwork and labels.
Working for our organisation
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as ‘Good’ overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond.
As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone’s throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer.
UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce, we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them.
Detailed job description and main responsibilities
For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.
Person specification
Knowledge and Experience
* Previous experience in a healthcare or public setting
* Previous NHS experience
* Clerical/administration experience including filing and/or reception
Qualifications and Training
* Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
Skills and Abilities
* Excellent/professional telephone manner
* Flexible approach to duties
* Able to work under pressure and meet deadlines while maintaining a high level of accuracy
* Good IT skills including Microsoft packages
* Confidence to handle difficult conversations with patients, relatives and carers
* Ability to work effectively in a busy team, adjust to change and motivate each other
* Ability to work independently and as part of a team
We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.
IMPORTANT: Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.
Due to the high number of applications that are received for some posts, we may close this vacancy before the advertised closing date. Therefore, please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification.
Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.
As a guide, interviews should usually take place within 3 weeks of the closing date.
When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.
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