Job Description

To provide effective and efficient clerical and reception support to a designated clinic or clinics, ensuring that administration processes meet the needs of all service users. This may require the post-holder to work at a different site in the event of absence.
Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to work, car lease schemes, and season ticket loan or membership options for onsite leisure facilities. We encourage staff to have the Covid vaccination to protect themselves, patients, other colleagues as well as the wider community. 
We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part-time or job share.

• To enter, record and update information to ensure that all patients are accurately registered on the relevant Trust information system and that any further documentation relating to a patients’ appointment is completed and appropriately stored.
• Maintain effective administrative systems both electronic and manual, including those relating to all patient appointment booking processes.
• Maintain and update records of appointment availability for all clinics.
• Liaise with other services to ensure that appropriate tests are ordered and collected.
• Order patient transport and interpreters as necessary.
• Produce and send non-attendance letters at the end of a clinic session.
• Undertake photocopying to support the administration of the clinic.
• File letters, reports and other documentation in the patient’s medical records and ensure that records are stored appropriately.
• To be responsible for the quality of data recorded. The data should be accurate and recorded in a timely manner, kept up to date and appropriately filed.
• To cancel and reschedule entire Clinics at short notice as and when required.
• To ensure all appointments are made in line with the Trust access policy and to identify and escalate any potential breaches at the earliest opportunity.
• To assist in the collation of information for statistical and waiting time reports as and when requested.
• Responsible for the preparation of outpatient clinics, ensuring any reports/investigations/results/ and/or relevant correspondence is located in sufficient time for the clinic
• To ensure any appointment or procedure requests are managed and booked appropriately based on clinical advice
• To ensure the booking of appointments are made into the correct outpatient clinic and within appropriate access times, ensuring letters are sent out to patients in a timely manner to communicate this information
• Ensure all outpatient clinics are disposed of in the correct time-frame
• Ensure all paperwork is updated and processed appropriately after the clinic, including appointment summaries/outcome letters.
• Promote a customer focused approach to receiving patients and visitors to the clinic, providing a courteous, responsive and effective first point of contact (in person and by telephone) for patients, careers and healthcare professionals, both internal and external to the Trust.
• Check patients’ details on arrival and make any changes to relevant Trust information systems.
• Use judgment in responding to queries or taking messages. Ensure that all enquires are dealt with politely, courteously, promptly and professionally.
• To give appropriate directions to patients attending other departments.
• To ensure that all telephone calls are answered within the agreed time and in line with the Trust’s telephone standards.
• Use hospital information systems to track medical notes, process patients, book appointments and carry out any other tasks associated with the system
• Booking of patients within the unit using the hospital information system and send out all booking details and corresponding material
• To operate appropriate IT link systems to other health agencies and IT packages relevant to the clinical area.

Required Knowledge, Skills, and Abilities

The successful applicant will provide a high quality day-to-day Admin service to our team and be a highly motivated, organized individual. You will be required to work autonomously and be able to priorities your own workload.
You will provide effective and efficient clerical and reception support to the Maternity Outpatient Clinics, ensuring the administration processes meet the needs of all service users. You will be working as part of a multidisciplinary team alongside our busy midwives. This may require the post-holder to work at a different site in the event of absence.