Job summary Medical Administrator NHS AfC: Band 2 22.5 hours per week Permanent position We have an exciting opportunity for a part time Medical Administrator. Main duties of the job To provide a full reception service to outpatient clinics, ensuring all patient information, referrals and appointments are appropriately processed within Trust guidelines. To provide medical audio/general typing and administrative support to the Sleep Clinic Secretarial Team. To offer the highest standard of customer care to patients, visitors and other service users, adhering to Departmental guidelines, Standard Operating Procedures and the Trust's Code of Values & Behaviours. About us We want to attract the best and brightest people to work with us and that means we will look after you from the moment you apply for a role at the Trust and throughout your career with us. Our staff are central to everything we do, and we believe that investing in you is crucial if we want to enable you to reach your full potential. Date posted 01 November 2024 Pay scheme Agenda for change Band Band 2 Salary £23,615 a year per annum, pro rata Contract Permanent Working pattern Part-time Reference number 177-EMER-6707211 Job locations Norfolk Coastal Centre Great Yarmouth NR31 9AQ Job description Job responsibilities 1. To provide the first point of contact for patients, relatives and carers arriving for an outpatient appointment, presenting a professional, calm and confident manner in line with the Trusts Values & Behaviours. 2. To provide a full reception service to the outpatient clinic including, but not limited to: a. Maintaining accurate information and patient demographics within Trust PAS system b. Supporting clinical staff in ensuring the Trust meets accessible information standards for patients with communication difficulties c. Ensuring patients clinical notes are prepared in advance, results are uploaded and arrival and departure times are electronically captured d. Distribution, collation and inputting of clinic outcomes e. Book future appointments and recording of non-attendances 3. To update and process all relevant documentation using both manual and computerised systems as necessary. 4. To answer the telephone and deal with all enquiries to the service in a professional, efficient and empathetic manner. To take accurate messages, record details and pass onto the appropriate team/individual as required. 5. To liaise with Clinicians, secretaries and other support services to ensure that patient enquiries and appointments are dealt with appropriately and efficiently. 6. To work on own initiative and ensure work is prioritised and completed in a timely manner as requested by the Nurse in Charge/Wider Team. 7. To fully participate as a member of the outpatient team and demonstrate effective communication with colleagues and the wider team. 8. To communicate all information and messages to patients in a professional and sensitive manner. 9. To collect, open and distribute mail, as directed, as well as photocopying, filing and record keeping as required. 10. To ensure that the patients records are kept up to date and in good order, in accordance with Trust Policy. 11. To accurately transcribe outpatient clinic attendances etc., by audio, and any other typing as requested. All clinic typing to be transcribed in date order. 12. To be able to prioritise all other typing work appropriately. 13. To ensure the appropriate medical secretary is informed of any administration tasks required as instructed in the dictation. 14. To assist with filing of all patient documentation into the medical case notes and any other filing as deemed necessary. 15. Uploading results. 16. To provide cover for other members of the outpatient team during periods of annual leave and sickness in order to meet service needs. 17. To work flexibly to meet the needs of the service, including weekends and bank holidays as required. 18. To undertake the necessary training associated with the role and to maintain a satisfactory level of knowledge and competencies, to include relevant Referral To Treatment (RTT) modules. 19. To be responsible for meeting and maintaining personal mandatory training requirements. 20. Any other appropriate duties which may be required to meet the needs of the service. Job description Job responsibilities 1. To provide the first point of contact for patients, relatives and carers arriving for an outpatient appointment, presenting a professional, calm and confident manner in line with the Trusts Values & Behaviours. 2. To provide a full reception service to the outpatient clinic including, but not limited to: a. Maintaining accurate information and patient demographics within Trust PAS system b. Supporting clinical staff in ensuring the Trust meets accessible information standards for patients with communication difficulties c. Ensuring patients clinical notes are prepared in advance, results are uploaded and arrival and departure times are electronically captured d. Distribution, collation and inputting of clinic outcomes e. Book future appointments and recording of non-attendances 3. To update and process all relevant documentation using both manual and computerised systems as necessary. 4. To answer the telephone and deal with all enquiries to the service in a professional, efficient and empathetic manner. To take accurate messages, record details and pass onto the appropriate team/individual as required. 5. To liaise with Clinicians, secretaries and other support services to ensure that patient enquiries and appointments are dealt with appropriately and efficiently. 6. To work on own initiative and ensure work is prioritised and completed in a timely manner as requested by the Nurse in Charge/Wider Team. 7. To fully participate as a member of the outpatient team and demonstrate effective communication with colleagues and the wider team. 8. To communicate all information and messages to patients in a professional and sensitive manner. 9. To collect, open and distribute mail, as directed, as well as photocopying, filing and record keeping as required. 10. To ensure that the patients records are kept up to date and in good order, in accordance with Trust Policy. 11. To accurately transcribe outpatient clinic attendances etc., by audio, and any other typing as requested. All clinic typing to be transcribed in date order. 12. To be able to prioritise all other typing work appropriately. 13. To ensure the appropriate medical secretary is informed of any administration tasks required as instructed in the dictation. 14. To assist with filing of all patient documentation into the medical case notes and any other filing as deemed necessary. 15. Uploading results. 16. To provide cover for other members of the outpatient team during periods of annual leave and sickness in order to meet service needs. 17. To work flexibly to meet the needs of the service, including weekends and bank holidays as required. 18. To undertake the necessary training associated with the role and to maintain a satisfactory level of knowledge and competencies, to include relevant Referral To Treatment (RTT) modules. 19. To be responsible for meeting and maintaining personal mandatory training requirements. 20. Any other appropriate duties which may be required to meet the needs of the service. Person Specification Education & Qualification Essential 4 GCSE's grade D or above including mathematic and English or equivalent eg level 2 literacy and numeracy qualifications Basic knowledge of the Receptionist role (ideally within a healthcare setting). Knowledge of the importance of confidentiality and data protection issues in a healthcare environment Excellent organisational/time management skills with the ability to prioritise and work on your own initiative when balancing work demands, and adapting to varying working processes and working environments. Ability to work in a pressurised working environment with frequent interruptions, which often involves multitasking. Excellent communication and interpersonal skills and the ability to interact professionally with patients, relatives and other staff groups. Good knowledge of IT/keyboard skills, including working knowledge of Microsoft applications, along with good literacy and numeracy, to have the ability to accurately input data. Accurate touch-typing/word processing skills Ability to demonstrate an interest in the role Attention to detail and ability to produce accurate documentation Ability to deal appropriately with sensitive/confidential information Desirable NVQ 2 in Customer Care or administration experience including face to face working with the general public and ideally within a healthcare setting OCR/RSA II (or equivalent) Typing/Word Processing qualification or equivalent measurable level of keyboard skills Experience working with the general public Experience of working with NHS IT systems Experience of working with clinical teams A minimum of 6 months typing/word processing experience to include administrative duties Medical audio typing experience Knowledge and Experience Essential Basic knowledge of the Receptionist role (ideally within a healthcare setting). Knowledge of the importance of confidentiality and data protection issues in a healthcare environment Desirable OCR/RSA II (or equivalent) Typing/Word Processing qualification or equivalent measurable level of keyboard skills Education & Qualificiations Essential 4 GCSE's grade D or above including mathematic and English or equivalent eg level 2 literacy and numeracy qualifications Basic knowledge of the Receptionist role (ideally within a healthcare setting). Desirable OCR/RSA II (or equivalent) Typing/Word Processing qualification or equivalent measurable level of keyboard skills Person Specification Education & Qualification Essential 4 GCSE's grade D or above including mathematic and English or equivalent eg level 2 literacy and numeracy qualifications Basic knowledge of the Receptionist role (ideally within a healthcare setting). Knowledge of the importance of confidentiality and data protection issues in a healthcare environment Excellent organisational/time management skills with the ability to prioritise and work on your own initiative when balancing work demands, and adapting to varying working processes and working environments. Ability to work in a pressurised working environment with frequent interruptions, which often involves multitasking. Excellent communication and interpersonal skills and the ability to interact professionally with patients, relatives and other staff groups. Good knowledge of IT/keyboard skills, including working knowledge of Microsoft applications, along with good literacy and numeracy, to have the ability to accurately input data. Accurate touch-typing/word processing skills Ability to demonstrate an interest in the role Attention to detail and ability to produce accurate documentation Ability to deal appropriately with sensitive/confidential information Desirable NVQ 2 in Customer Care or administration experience including face to face working with the general public and ideally within a healthcare setting OCR/RSA II (or equivalent) Typing/Word Processing qualification or equivalent measurable level of keyboard skills Experience working with the general public Experience of working with NHS IT systems Experience of working with clinical teams A minimum of 6 months typing/word processing experience to include administrative duties Medical audio typing experience Knowledge and Experience Essential Basic knowledge of the Receptionist role (ideally within a healthcare setting). Knowledge of the importance of confidentiality and data protection issues in a healthcare environment Desirable OCR/RSA II (or equivalent) Typing/Word Processing qualification or equivalent measurable level of keyboard skills Education & Qualificiations Essential 4 GCSE's grade D or above including mathematic and English or equivalent eg level 2 literacy and numeracy qualifications Basic knowledge of the Receptionist role (ideally within a healthcare setting). Desirable OCR/RSA II (or equivalent) Typing/Word Processing qualification or equivalent measurable level of keyboard 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 James Paget University Hospitals NHS Foundation Trust Address Norfolk Coastal Centre Great Yarmouth NR31 9AQ Employer's website https://www.jpaget.nhs.uk/work-for-us/ (Opens in a new tab)