Job summary
Employer heading
Clinic Co-ordinator
Band 3
Job overview
To work as part of a clinical and clerical team to support clinicians, nurses, and other healthcare professionals.
Provide an efficient general administrative day-to-day support to the department and the patients.
Secondment Post for Internal candidates
Fixed term Post for External candidates.
Main duties of the job
Duties will include booking of outpatient appointments, managing clinician’s availability, ensuring all outpatient clinic availability is booked appropriately and fully utilised, dealing with incoming and outgoing telephone calls, emails and other general administrative duties.
Provide effective input into the work of the Trust, to support the achievement of our vision and values.
Working for our organisation
Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.
Our Excellence Values
Compassion
Accountability
Respect
Integrity
Courage
We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone’s full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.
The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.
We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.
We have active Networks that promote and support colleagues from all backgrounds. This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.
Detailed job description and main responsibilities
Main Duties and Responsibilities
To work as part of a clinical clerical team to support a defined team of clinicians, nurses and other healthcare professionals.
To ensure outpatient treatment capacity is accurate and utilised effectively.
To ensure treatment area capacity is accurate and utilised effectively.
To assist the effective management of patient pathways ensuring all necessary appointments and treatments are booked in-line with Trust and national targets.
Ensure all relevant Trust and National targets are adhered to Coordinate treatments and appointments in conjunction with consultant and clinic teams ensure effective time management and utilisation.
Attend Meetings as required to ensure effective communication with all service users.
Coordinate treatments and appointments in conjunction with consultant and clinic teams ensure effective time management and utilisation.
Attend Meetings as required to ensure effective communication with all service users.
Assist in the use of trust databases and patient information systems and ensure that all data is correct and up-to-date.
Provide robust audit data for local and national targets where appropriate.
Provide cross cover within administration teams during absence and comply to relevant policy on attendance and performance management, staff appraisals etc.
Ensure confidentiality is maintained in all communications and the documents end of the sensitive information as secure at all times.
Maintain close cooperation and liaison with team members and support the effective functioning of the trust as a whole, as required.
Provide the focal point of communication for medical professional and allied medical staff both within this Trust and with external organisations and patients using judgements as to facilitate a successful outcome for all enquiries.
Deal with telephone and face-to-face enquiries from patients, relatives carers and all staff groups providing information directing and prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery.
Deal with concerned patients/relatives and with tact, patience and discretion especially when conveying sensitive information.
Prepare case note folders and complete necessary documentation for all new patients.
Liaise with other hospital departments, GPs and other health care agencies when required.
Assist and help colleagues when the need arises.
Person specification
Education, Training and Qualifications
Essential criteria
- NVQ level 3 or equivalent level of qualification, knowledge or training.
Desirable criteria
- Qualification in information or IT (i.e. ECDL or equivalent).
Knowledge and Experience
Essential criteria
- Experience of data input and monitoring.
- Admin/clerical experience.
- Experience of prioritising workloads and working to tight deadlines.
- Excellent IT skills, including good knowledge of MS Excel.
Desirable criteria
- Experience of CaMIS and HIVE
Skills
Essential criteria
- Good written and verbal communication skills.
- Ability to work on own initiative.
- Excellent team working skills.
- Ability to achieve high levels of accuracy with excellent attention to detail.
- Flexibility and adaptability around tasks.
Key Competencies, Personal Qualities and Attributes
Essential criteria
- Ability to deal with interruptions in a busy office environment.
- Conscientious.
- Meticulous in approach and highly attentive to detail.
- Enthusiastic.
- Ability to undertake flexible/agile working when required.
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
- Louise Skipworth
- Job title
- Admin Manager
- Email address
- [email protected]
- Telephone number
- 01604 553395
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