Preoperative Outpatient Administrator

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Nottingham University Hospitals NHS Trust, Dunkirk, City of Nottingham

Part time
Permanent
Remote working

, 10 Nov | Get your application in now before you're too late!

Closing date: Closing date not specified

job Ref: 29411ba35b7240958b06259dc58fec78

Nottingham University Hospitals NHS Trust

Full Job Description

This role will be part of the Centralised Pre-Operative Assessment Unit working across Nottingham University Hospitals sites including Nottingham City Hospital, Queen's Medical Centre and NHS Treatment Centre. The postholder will work 4 days per week 8am - 6pm. You will be providing high quality admin and clerical support in the form of booking pre-operative and anesthetic appointments using electronic booking systems and liaise closely with all departments involved in providing timely appointments for patients. The Pre-Operative Assessment Unit is a busy unit providing assessments to all types of patients from different surgical pathways. The Unit is made up of Consultant Anesthetists, Nurses, HCA's and Admin and Clerical Staff. There is the option for one day work from home in, subject to full training and in line with management standards. Access to the Staff Wellbeing programme including our 24hour staff advice and emotional support service, financial advice service, a staff physiotherapy service and staff support networksAccess to Spiritual and Pastoral Care ServicesSalary sacrifice schemesCycle to work and travel passesNHS discountsFlexible working Details of these and other benefits can be found on our intranet pages which you will have access when you commence with Team NUH. Main duties of the job The main duties of the role will include; Working as part of the outpatient team based across 3 sites. Ability to use initiative and judgement in dealing with non-routine enquiries and situations Ability to exercise judgement and initiative when dealing with urgent enquiries and knowing when to escalate. Liaise closely with all departments involved in providing timely appointments for patients. Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the directorate management team medical/nursing staff., Please refer to the job description and person specification attached to the advert for the full details of the vacancy. KEY JOB RESPONSIBILITES Be responsible for arranging partial booking follow up appointments. Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the directorate management team medical/nursing staff. Reduce and cancel clinics Arrange transport as necessary Ensure Referral to treatment patient data quality is accurate at all times. Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary. Manage the demand and capacity within the standard operating practice taking decision to escalate to the directorate management team any capacity issues Highlight any capacity issues that arise. Ensure all referrals are logged and booked in a timely manner meeting the standards in the NUH Access Policy and department KPIs Responds to any temporary day to day demand and capacity updates required in Medway Print appointment/procedure confirmation letters as necessary and send to patients with the relevant information leaflets promptly. Contact patients by telephone to ensure patients are aware of their appointments. Keep personal data updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc. Notify Outpatient Co-ordinator or designated person of any patients who fail to attend their appointment who will take necessary action in line with department and/or Trust policies. Receive and respond to enquiries from relatives/external agencies adhering to Trust confidentiality guidelines at all times Be able to competently use Medway PAS and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department. Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately. Present a professional, polite and courteous attitude at all times and be appropriately dressed when on duty. Undertake any other duties, which may reasonably be required. Work across site when required. Job description Job responsibilities Please refer to the job description and person specification attached to the advert for the full details of the vacancy. KEY JOB RESPONSIBILITES Be responsible for arranging partial booking follow up appointments. Using Medway PAS or any other relevant electronic booking systems arrange appointments for new and follow up clinics, as instructed by the directorate management team medical/nursing staff. Reduce and cancel clinics Arrange transport as necessary Ensure Referral to treatment patient data quality is accurate at all times. Deal appropriately with enquiries, by telephone and in person, from staff and the general public, seeking advice or referring elsewhere if necessary. Manage the demand and capacity within the standard operating practice taking decision to escalate to the directorate management team any capacity issues Highlight any capacity issues that arise. Ensure all referrals are logged and booked in a timely manner meeting the standards in the NUH Access Policy and department KPIs Responds to any temporary day to day demand and capacity updates required in Medway Print appointment/procedure confirmation letters as necessary and send to patients with the relevant information leaflets promptly. Contact patients by telephone to ensure patients are aware of their appointments. Keep personal data updated and be able to advise patients in relation to peripheral services available, i.e. transport, interpreting services etc. Notify Outpatient Co-ordinator or designated person of any patients who fail to attend their appointment who will take necessary action in line with department and/or Trust policies. Receive and respond to enquiries from relatives/external agencies adhering to Trust confidentiality guidelines at all times Be able to competently use Medway PAS and other information technology systems and participate in training programmes to develop and update personal skills to meet the needs of the department. Maintain tidy, safe working environment, reporting any hazards or faults timely and appropriately. Present a professional, polite and courteous attitude at all times and be appropriately dressed when on duty. Undertake any other duties, which may reasonably be required.

To be educated to 'O' level, GCSE or equivalent standard
English at Grade C or equivalent
ECDL or equivalent IT experience
NVQ Level 3 or equivalent
Previous experience in an office environment
Knowledge of IT systems, e.g. Microsoft Office, Word, Excel
Understanding of the importance of confidentiality
Customer Service focused role
Knowledge of hospital IT systems, e.g. Medway PAS, Notis
Knowledge of outpatient work
Excellent communication skills with the ability to Communicate with staff and the public at all levels
Ability to work as part of a team and quickly adapt to Changing situations.
Able to use judgement to make decisions in order to solve problems/enquiries
Ability to deal logically with quite complex issues, and deal with these in a professional manner
Works in line with organisational goals and objectives
Works with standard procedures and in line with Trust Policies
Ability to prioritise workload and use own initiative
Demonstrates enthusiasm and a conscientious approach to work, advocating this to others
Be able to sit for prolonged periods
Frequent use of VDU equipment
Be able to stand/walk for prolonged periods
Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace
Remains calm and co-operative under pressure or in difficult and uncertain situations
Ability to work across all sites, To be educated to 'O' level, GCSE or equivalent standard
English at Grade C or equivalent
ECDL or equivalent IT experience
NVQ Level 3 or equivalent
Previous experience in an office environment
Knowledge of IT systems, e.g. Microsoft Office, Word, Excel
Understanding of the importance of confidentiality
Customer Service focused role
Knowledge of hospital IT systems, e.g. Medway PAS, Notis
Knowledge of outpatient work
Excellent communication skills with the ability to Communicate with staff and the public at all levels
Ability to work as part of a team and quickly adapt to Changing situations.
Able to use judgement to make decisions in order to solve problems/enquiries
Ability to deal logically with quite complex issues, and deal with these in a professional manner
Works in line with organisational goals and objectives
Works with standard procedures and in line with Trust Policies
Ability to prioritise workload and use own initiative
Demonstrates enthusiasm and a conscientious approach to work, advocating this to others
Be able to sit for prolonged periods
Frequent use of VDU equipment
Be able to stand/walk for prolonged periods
Demonstrates an awareness of the importance of prompt timekeeping and good attendance at the workplace
Remains calm and co-operative under pressure or in difficult and uncertain situations
Ability to work across all sites