Job vacancy: Clerical Officer (Receptionist), University Hospitals Plymouth NHS Trust, Plymouth (2024)

Job overview

This Post is part of a professional team working in the Main Outpatient Department. The Key responsibility to this role is the efficient/accurate administration and reception cover for the Outpatient clinics with strict adherence and compliance to the Referral to Treatment Access Policy and APN's (Administrative Procedure Notes)

The successful applicant will have established administrative skills and a flexible and positive attitude to their work. You will have good communication skills and able to demonstrate an understanding of the importance of confidentiality together with excellent organisational skills.

Flexibility around last minute sickness and annual leave cover to ensure the Departments needs are covered.

The Main Outpatients Department consist of Senior Sister, Administration Manager, Junior Sister, Registered Nurses, Health Care Assistants and Reception staff to which this post falls under,

The post holder would be trained on the job through a combination of instruction and practice and by attending Patients Case note, information Governance and IPN training.

They will be trained to have a clear understanding surrounding data quality and data protection and be able to work to this guidance.

***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

The post holder will be the first point of contact for patients entering the outpatient departments. The post holder will deal with routine queries and provide information to patients’, relatives, and staff either face to face or over the phone. The post holder will ensure the smooth running of Outpatient clinics. Carry out assigned tasks involving clinic preparation, reception duties and the booking of follow up appointments as per Trust guidelines. Additional administration tasks as directed by the Outpatient Team Leader

Working for our organisation

We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Detailed job description and main responsibilities

To receive and welcome patients and relatives to the department and direct to appropriate waiting area.

To compile and sort patient clinic attendance sheets and be responsible for checking that the clinics have been received into Reception.

To ensure the patients details are up to date on both the computer system and update front sheets and labels of Health Record Folder notes as necessary.

To admit and discharge patients who are attending for minor operations adding the appropriate procedure code where necessary.

To ensure the patients not eligible for treatment in the hospital complete the appropriate process e.g. overseas visitors

To endeavour to accommodate follow up patients that arrive without an appointment that request to be seen once agreed with Nurse/Clinician. If patient has not been referred into the hospital to advise patient to see their GP.

To deal with telephone and verbal enquires from patient, relatives, consultants. other departments and GP practices in a courteous manner seeking advice when required.

To assist patients with any queries relating to patient hospital transport.

To promote the Family and Friends survey to patients.

To sort and print daily room Allocation sheets to inform Clinical staff what is booked and where they will be based.

To ensure that any loose documents are filed in the appropriate section of patient case notes and tidy and repair any damaged patient case notes if necessary.

To ensure that an individual performance review is obtained from the supervising manager on an annual basis.

To assist in informal training by showing other members of staff, NVQ's and NHSP staff the job as requested.

Provide administrative support alongside the nursing team when the needs of the service require this.

Provide support to other Outpatient areas across the Trust in the event of sickness, annual leave or vacancies, staffing levels permitting.

The post holder would have direct patient contact and therefore may come into contact with unpleasant working conditions, due to patients being ill or injured. The post holder would also need empathy and tact to deal with patients that may be anxious, angry or upset.

We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.

PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.

If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100.

We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.

It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.

Name

Kate Frude

Job title

Administration Manager

Email address

[emailprotected]

Telephone number

01752 437523