Job summary
- Main area
- Admin
- Grade
- NHS AfC: Band 3
- Contract
- Permanent: n/a
- Hours
- 37.5 hours per week (Full time - 37.5hrs per week ( 0830-1630 Monday to Friday))
- Job ref
- 197-AJ3615
- Employer
- Lewisham and Greenwich NHS Trust
- Employer type
- NHS
- Site
- UHL
- Town
- London
- Salary
- £21,730 - £23,177 per annum plus HCA
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Clinic Administrator
NHS AfC: Band 3
Lewisham and Greenwich NHS Trust is a community focused provider of local and acute care, providing high quality services to over one million people living across the London boroughs of Lewisham, Greenwich and Bexley.
With a turnover of around £700 million, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham and a range of community settings in Lewisham. We also provide some services at Queen Mary’s Hospital in Sidcup.
The Trust has 7,500 staff and we have recently invested in our workforce to grow our establishment across a number of key services. In 2020 we won a London NHS Parliamentary Award in recognition of a wide range of initiatives to make the organisation a great place to work. We are accredited as a flexible working employer offering a number of flexible working options for staff. We are also accredited as a London Living Wage employer for our substantive, bank and contractors.
Job overview
Clinic Administrator
Band 3 Full time 37.5 hours a week
UHL Respiratory Team service in Lewisham is looking for full time administrator/receptionist.
The successful candidate will work as a member of a multi disciplinary team. You will be an enthusiastic, reliable, non judgmental individual, possessing good organisational and communication skills.
There will be a training programme to ensure that you are supported to deliver confidential quality care.
Interviews will take place at Lewisham Hospital side, date to be confirmed.
Main duties of the job
The post holder will work to ensure smooth running of a very busy clinic by;
- Ensure that the clinic is managed efficiently and any concerns escalated
- Key administrative responsibilities to include the day to day management of the Lab.
- Dealing with patient requests, including booking patients in to be seen, arranging appointments, keeping patients informed or delays. Dealing sensitively with patients who cannot be seen.
- Manage and report issues with reference to relevant policies and procedures.
Working for our organisation
Lewisham and Greenwich NHS Trust is a community focused provider of local and acute care, providing high quality services to over one million people living across the London boroughs of Lewisham, Greenwich and Bexley.
With a turnover of around £700 million, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham and a range of community settings in Lewisham. We also provide some services at Queen Mary’s Hospital in Sidcup.
The Trust has 7,500 staff and we have recently invested in our workforce to grow our establishment across a number of key services. In 2020 we won a London NHS Parliamentary Award in recognition of a wide range of initiatives to make the organisation a great place to work. We are accredited as a flexible working employer offering a number of flexible working options for staff. We are also accredited as a London Living Wage employer for our substantive, bank and contractors.
Detailed job description and main responsibilities
To assist Respiratory Lab & Nursing Team with general administration/clerical duties to ensure the smooth running of the diagnostics, community and outpatients schedules.
Key Result Areas & performance
- Reception Area
- First point of contact for patients, ensuring that messages are passed on appropriately and in a timely manner.
- To deal with patients in a mature and professional manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.
- To register patient details on the appropriate I.T. system (RIO, Icare) ensuring a high level of data accuracy.
- To arrive, rebook and discharge on the appropriate I.T. system (Icare, RIO or relevant other)
- To deal with written and telephone enquiries as appropriate.
- To book new and follow up appointments as required
- To participate in administration duties such as the answer phone, cancellation e-mails, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.
- Booking of interpreters for patients according to the Trust policy. Liaise with the relevant teams with enquiries as appropriate.
- Provide cover for colleagues during annual leave, sickness and busy periods.
- Be fully competent in the features of the service computer software systems and undergo further training when systems are updated and as the job requires.
- Attend additional training as required and assist new staff with training.
- On occasion to manage potentially aggressive, verbally abusive visitors to the service which must be dealt with appropriately following agreed procedures and protocol.
- To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
- Manage tidiness and appearance of the office / lab.
- To highlight any referrals or patients which require urgent attention and deal with them promptly, this can sometimes involve discussions with the senior clinician/ technician to arrange where the patient needs to be booked.
- To develop working relationships across the trust with Consultants, matrons and their teams.
- Check number of technicians / nurses working and calculate number of patient that can be seen for the session.
Person specification
Qualifications and Training
Essential criteria
- • Good standard of education NVQ 2 plus additional experience equating to NVQ 3 as outlined below.
- • GCSE English Language or equivalent
- • Clear handwriting and spelling
- • Numerate
Desirable criteria
- • NVQ Business Administration – Level II or equivalent
- • RSA II
- • Certificate in Office
- • ICare/EMIS Trained
Experience
Essential criteria
- • Previous experience of working in a busy public facing environment
- • Previous experience in an admin role
Desirable criteria
- • Previous experience of working in a busy environment in a healthcare setting
- • Experience on the ICare/EMIS System and Electronic Discharge Summaries System
- • Previous experience of minute taking
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Dorota Moskiewicz
- Job title
- Associate Service Manager Respiratory
- Email address
- dorotamoskiewicz@nhs.net
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