Outpatient Services Administrator
hace 2 días
Scarborough
Please note that contact with applicants will usually be by email, and so please check all of your mail folders regularly (unfortunately some providers filter our messages into junk mail folders).Our Values- We are KIND- We are OPEN- We pursue EXCELLENCEWe are looking for applications from people who share our values to help make us a valued and trusted partner within our care system, that delivers safe effective care to our local population.People for Patients. Our People, our Patients, our PriorityJob overviewWe are looking to appoint a motivated individual to join our Outpatient Administration Team. We are a friendly team fulfilling a vital front line service. This post is based at Scarborough. This is a varied role and the post holder must be able to flexibly provide cover across three areas:- Our referral management centre, where over 300 new patient referrals are registered onto our hospital patient administration system per day- Our busy reception desks dealing with patients face-to-face, ensuring they are booked in and directed to the appropriate waiting areas- Plus our call centre, handling large volumes of calls agreeing outpatient appointments with patients as well as dealing with other appointment related queriesIt is essential that this work is carried out accurately and efficiently, as it is important that the patient experience is a positive one, at what can be a very worrying time. You must be able to demonstrate that you have the necessary organisational, administrative and communication skills, the ability to work under pressure and using your own initiative, as well as excellent telephone skills.The hours advertised are required to cover service needs. We operate a rota of tasks and all staff will rotate through different tasks. The hours for this vacancy are Monday - Friday, with variable hours between 8.00am and 5.00pm.If you have been unsuccessful with your application in the last 6 months –please do not re-apply.Main duties of the job- To process all new patient appointments within agreed timescales, and in accordance with consultants’ requests and speciality booking rules.- To make follow-up appointments in accordance to booking rules, at the request of both internal and external customers.- To monitor, maintain and update electronic worklists and ensure that items are actioned in a timely manner, taking remedial action where necessary.- To receive, record and process all referrals under the 14 day rule.- To utilise an electronic data base booking system to call patients for their appointments near to their due date, to maximize clinic capacity against patient demand.- Support patients attending the Outpatient clinics, using tact and diplomacy, and record an appropriate outcome for all patients who leave the Outpatient clinic where necessary.- To manage patients ringing the department to book, amend, or cancel an appointment in accordance with the Standard Operating Procedures and booking rules.- Any other administrative or clerical duties, which may be required as part of post.- To actively maintain a safe working environment for yourself and your colleagues who may be affected by your acts or omissions. - Prioritise workload to maximise patient demand against clinic capacity, to ensure patients are dealt with as timely as possible.- To maintain patient confidentiality at all times.We may also consider part time / job share applicantsWorking for our organisationOur benefitsWe offer a range of benefits to support our staff including:- Access to the NHS Pension Scheme, providing generous benefits upon retirement, as well as a lump sum and pension for dependants- 27 days holiday rising to 33 days (depending on NHS Trust service)- A variety of different types of paid and unpaid leave covering emergency and planned leave- Confidential advice and support on personal, work, family and relationship issues, 24/7, from our Employee Assistance Programme- NHS Car Lease scheme and Cycle to Work scheme- An extensive range of learning and development opportunities- Discounts on restaurants, getaways, shopping, motoring, cinema and finance through a range of providerFor further information on the fantastic range of benefits we offer please visit the Trust's dedicated Staff Benefits pages.Trust Information Pack: job description and main responsibilitiesA full description of the role is available in the attachment: job description.Please note that if a high number of applications are received this advert may close early. You are advised to submit you application at the earliest opportunity.Working for the TrustAcross our organisation, people are guided by values that were co-developed with staff: we are kind; we are open; and we pursue excellence.Our values play into our ambition to develop a more diverse workforce, truly representative of our communities. We welcome applications from everyone, while working with our Staff Networks - including our Race Equality, LGBTQ+, Disability and Carers Networks - to increase the number of applications we receive from different backgrounds. If there is anything we can do to make our application process more accessible to you, please contact: [email protected].As part of seeking to become more inclusive, we will consider requests for flexible working from the start of your employment. It may not be suitable for every role, but we will try and be supportive where we can. We would encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.Armed Forces Friendly EmployerWe are holders of the Gold Award from the Defence Employer Recognition Scheme, which is helping actively promote SaBRE - Supporting Britain’s Reservists and Employers. This means that we have made a statement of intent to support all Defence personnel, including with applications for employment.Person specificationQualificationsEssential criteria- GCSE or equivalent- Good written and spoken EnglishExperience & Knowledge RequiredEssential criteria- Previous clerical experience and knowledge equivalent to NVQ Level 3- Experience of working within a team- Experience of working with Microsoft packages- Experience of working to a high standard in a customer service environment- Experience of using patient administration systems- Understanding a range of work procedures and processesDesirable criteria- Experience of using a patient database and recording accurate data- Working knowledge of the eRS/Choose and Book system- Understanding of the 2WW cancer referral system and fast track appointment booking- Experience of processing Outpatient appointments and understanding of Referral to Treatment PolicySkills & AttributesEssential criteria- Ability to communicate with staff at all levels, including Consultant medical staff- Ability to work in a fast paced and busy environment- Excellent verbal and written communication skills- Excellent interpersonal skills- Ability to communicate effectively with all service users- Advanced keyboard skillsDesirable criteria- Ability to think analyticallyAptitude & Personal QualitiesEssential criteria- Able to work under pressure to strict deadlines and requirements- Able to work as part of a teamPlease note that some of our substantive vacancies may be available on a smaller number of hours than advertised. If you would be interested in applying on this basis, we would encourage you to contact the appointing manager to enquire further.DBS ChecksPlease be aware that all new employees starting work with us will be charged for the cost of their DBS check if it is required for the role. The cost will be deducted from your salary either in 1 payment or over a six month period once you start employment. By applying you are agreeing to this undertaking. If you are successful you will be asked to confirm if you wish to pay in one amount or in instalments. The charges are currently £27.38 for a standard check and £55.38 for an enhanced check. The level of check will be determined by the post you are applying for.Please note that Volunteers and Bank only staff will not be charged.The Disclosure and Barring Service (DBS) offers a confidential checking service for transgender applicants in accordance with the Gender Recognition Act 2004. This is known as the sensitive applications route, and is available for all levels of DBS check - basic, standard and enhanced.The sensitive applications route gives transgender applicants the choice not to have any gender or name information disclosed on their DBS certificate that could reveal their previous identity. To contact the sensitive applications team, please telephone 0300 106 1452 or email [email protected].Use of Artificial Intelligence (AI)Please note, the selection processes at York & Scarborough Teaching Hospitals are in place to ensure we recruit candidates with the right skills and values. We remain vigilant against candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills. You will be required to acknowledge that you are aware of this before submitting your application.Agile and Flexible WorkingWe are committed to helping all staff balance their work with other commitments and have recently launched our new Agile and Flexible Working policy to support this, entitling all staff to request flexible working from day one – for all posts. We encourage you to speak to the recruiting manager named within this advert to discuss any requirements you may have.Employee Assistance Programme (EAP)All our employees have access to a free, confidential counselling and wellbeing support service. Our EAP is available 24/7, 365 days a year.Relocation PackageThe Trust offers a generous relocation package of up to 30% of salary (capped at £18k) to support with relocation expenses for hard to fill positions where relocation would be an expectation to undertake the role fully. If you would like to discuss relocation further, please speak to the recruiting manager at interview. A bit more about us and the surrounding areaYork and Scarborough Teaching Hospitals NHS Foundation Trust is situated in a fantastic part of the country that is home to two national parks, a beautiful coastline, and the city of York - consistently voted one of the best places to live in the UK. We provide a comprehensive range of acute hospital and specialist healthcare services for approximately 800,000 people living in and around York, North Yorkshire, North East Yorkshire and Ryedale - an area covering 3,400 square miles.Our annual turnover is approaching £0.5bn. We manage eight hospital sites and have a workforce of around 10,000 staff working across our hospitals and in the community.SponsorshipPlease note: Under current Home Office Immigration Rules we are unable to offer sponsorship for roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria. Currently, this rules out sponsorship for Band 2, and some Band 3 roles. In addition to this, there are a number of other roles not eligible for sponsorship, therefore applicants requiring it may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - .
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