Main area Receptionist Grade Band 2 Contract Permanent: Part time flexible days and hours. Hours Part time - 22.5 hours per week (Shift pattern to cover various days Monday-Friday shift patterns to include 8.30-4.30 & 8.30-1.30 & to meet the needs of the service) Job ref 130-AC026-0325
Employer Swansea Bay University Health Board Employer type NHS Site Plastic Outpatients Town Port Talbot Salary £23,970 per annum pro rata Salary period Yearly Closing 20/03/2025 23:59
Band 2
Welcome to Swansea Bay University Health Board. We welcome applications from people who share our values: caring for each other, working together and always improving.
The post holder will provide administrative / reception service support to facilitate and ensure the smooth, efficient and effective running of the Plastics Department.
The post holder will work flexibly across Services to provide administrative and reception support such as the processing of clinic changes, the correct recording of patient pathways, the retrieval, preparation and filing of patients’ case notes as and when required.
The post holder may be expected to work on other hospital sites to ensure appropriate service cover at all times; this may include cross site working/cross cover within the Health Board.
Main duties of the job
1. Understand the range of services provided for Plastics Service Protocols. Use this information to deal with patient/staff enquiries and to fulfil the role of Clerk / Receptionist (referring clinical issues to appropriate Clinician(s) for advice/decisions as appropriate).
2. Provide a warm and welcoming Reception Service, maintain clinic room diaries, meeting and greeting all visitors to the department checking details patient details, checking case notes, recording attendance via Patient administration system (PAS).
3. Answer enquiries, receive and relay messages, both in person and on the telephone, from patients or staff, using a working knowledge of Health Board procedures to maintain a professional front of house service.
4. Change or cancel appointments at the request of the patient or manager highlighting where pathway timeframes may be compromised.
5. Retrieve, file and locate case notes for Clinics, ensuring 100% case note availability using the appropriate systems for tracking and requesting case notes.
6. Ensure case notes are of the highest quality, are prepared and available for patient arrival.
7. Liaise with medical records team and other areas, in line with Health Board policy for missing case notes, following agreed escalation process. Creating new or temporary folders when procedures require.
Person specification
Qualifications and/or knowledge
* Educated to vocational qualification level 2 or able to demonstrate the equivalent level of knowledge, skills and experience.
* Demonstrable working knowledge of Microsoft packages including Word, Excel, Outlook and Teams.
* Commitment to personal development.
* Commitment to acquire & apply knowledge of RTT national and local waiting times rules.
Experience
* Previous experience working in a clerical / administrative role within a NHS setting.
* Experience of using a NHS Patient Administration system (PAS).
* Working with staff from different disciplines.
* Experience of dealing with general public in person and by phone.
Aptitudes and abilities
* Demonstrate tact and diplomacy when working with others.
* Ability to work as part of a team and to meet deadlines.
* Excellent Organisational Skills.
* Excellent telephone manner with the ability to adapt communication styles depending on audience and environment.
* Ability to speak Welsh.
Other
* Ability to travel to other Hospital sites within geographical area.
* Ability to work through implementation of new procedures and technology.
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010.
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