Are you a competent administrator ready for a new challenge? Do you want to work in a role that can make a real difference to patients? An exciting opportunity has arisen within the Non-surgical Oncology Department for a highly motivated, flexible, and hardworking individual to join the Outpatient Administration team. You will provide comprehensive clerical support and will work closely with healthcare professionals. Excellent customer service is essential to support a positive patient experience. You will be required to prioritise your workload and meet short deadlines. A full induction programme and training will be given along with opportunities for professional development in a supportive environment.
Main duties of the job
This role will need you to prioritise your workload efficiently, be organised and adaptive. The role looks after its own clinic load from patient referral, through treatment and to follow up. This incorporates a wide range of duties, including receiving and inputting of referrals, preparing clinics, dealing with e-mails from clinicians and other service users as well validating waiting lists. You will come across areas where problem solving and time management will be essential skills required, but there is always support where needed.
General administrative duties will also include reception cover of outpatient clinics, dealing with patients both over the phone and face to face. This could be for booking or re-arranging their appointments and general enquiries.
About us
Here at the Leeds Teaching Hospitals Trust our vision is to be the best for specialist integrated care. Our staff helped define the values and behaviours that we now work to so that we can achieve this vision. This has become known as the Leeds Way and forms the foundation of our culture and how we work every day. As well as being part of this culture there are added benefits to working for The Leeds Teaching Hospitals Trust:
* 27 days holiday rising to 33 days (depending on NHS Trust service)
* Discounts on a variety of restaurants, shopping, and other facilities.
* Confidential advice and support on personal, work, family, and relationship issues, 24/7, from our Employee Assistance Programme.
This role will be based at St James University Hospital and is part of an exceptional non-surgical clerical team who work collaboratively with secretaries, consultants and other service users. The team are a warm and welcoming group to a new staff.
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.
Job responsibilities
The Clerical Officer is expected to provide an efficient, effective and accurate administration and reception service in line with the policy statements provided in the Trust's Patient Access policies, to support the delivery of high standard and cost effective treatment for patients.
To work within the Trust's outpatient environments to facilitate the smooth, and efficient delivery of the patient administration pathway from referral and throughout the outpatient process.
Core Responsibilities
1. Process referral letters received from General Practitioners and other healthcare professionals in line with Trust Policies.
2. Make appointments in a polite and helpful manner, following Trust Policies and local guidelines for clinic formats using the relevant Administration System.
3. Ensure patients have appointments booked with the appropriate clinic in priority according to their clinical needs and in chronological order.
4. Arrange any special requirements for patients including Transport and Interpreting Services only where appropriate and in a timely and efficient manner.
5. Record information on the relevant Trust's administration system including PAS, in an accurate and timely manner in accordance with local Trust policies.
6. Ensure all patient correspondence including test results are dealt with promptly.
7. Retrieve relevant patient information from the appropriate administration system.
8. Respond effectively to telephone communications in a polite and helpful manner, observing the need for discretion and courtesy.
9. Provide a professional, efficient and friendly reception service for patients and relatives attending clinics.
10. Ensure patient information is accurately recorded on PAS including attendance, cancellations and Do Not Attends.
Person Specification
Experience
* Experience of working in an office environment.
* Experience working with patients in an administrative environment.
Qualifications
* Good Basic Standard of Education demonstrating excellent communication skills and numeracy.
* Minimum of 5 GCSE, NVQ or the equivalent qualifications.
Other Criteria
* A willingness to undergo training to carry out the job.
* Awareness of the NHS Plan and Modernisation Plans.
Skills & Behaviours
* Fair, honest and consistent in their approach.
* Diplomatic, self-motivated and enthusiastic with a professional attitude.
* Communicate sensitively and effectively.
* A good team player, with the ability to work flexibly in a diverse and demanding environment.
* Basic computer literacy and willingness to further computer 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.
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