Job description

Job responsibilities

T o assist the clinic co-ordinator with general administration/clerical duties to ensure the smooth running of the sexual and reproductive service as required.

Key Result Areas & performance

1. Reception Area

• First point of contact for patients, ensuring that messages are passed on appropriately and in a timely manner.
• To deal with patients in a mature and professional manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.
• To register patient details on the appropriate I.T. system (EMIS, Hero Health or relevant other) ensuring a high level of data accuracy.
• To arrive, rebook and discharge on the appropriate I.T. system (EMIS or relevant other)
• To deal with written and telephone enquiries as appropriate.
• To book new and follow up appointments as required
• To participate in administration duties such as the answer phone, cancellation e-mails, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.
• Booking of interpreters for patients according to the Trust policy. Liaise with the relevant teams with enquiries as appropriate.
• Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites.
• Be fully competent in the features of the service computer software systems and undergo further training when systems are updated and as the job requires.
• Attend additional training as required and assist new staff with training.
• On occasion to manage potentially aggressive, verbally abusive visitors to the service which must be dealt with appropriately following agreed procedures and protocol.
• To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
• Manage tidiness and appearance of reception
• To highlight any referrals or patients which require urgent attention and deal with them promptly, this can sometimes involve discussions with the senior clinician (HUB) to arrange where the patient needs to be booked.
• To develop working relationships across the trust with consultants, matrons and their teams.
• Check number of clinicians working and calculate number of patients that can be seen for the session.
• Update white board as per requirements and contribute to take 5 at the open and close of clinic
• Assist clinical staff, for example by providing support as a chaperone

Job responsibilities

T o assist the clinic co-ordinator with general administration/clerical duties to ensure the smooth running of the sexual and reproductive service as required.

Key Result Areas & performance

1. Reception Area

• First point of contact for patients, ensuring that messages are passed on appropriately and in a timely manner.
• To deal with patients in a mature and professional manner when speaking to them on the phone and face to face. This may sometimes involve dealing with distressed patients and a sensitive and re-assuring manner is required in difficult situations. Patient confidentiality should be maintained at all times.
• To register patient details on the appropriate I.T. system (EMIS, Hero Health or relevant other) ensuring a high level of data accuracy.
• To arrive, rebook and discharge on the appropriate I.T. system (EMIS or relevant other)
• To deal with written and telephone enquiries as appropriate.
• To book new and follow up appointments as required
• To participate in administration duties such as the answer phone, cancellation e-mails, photocopying, scanning - ensuring referral letters are sent/taken to the appropriate departments.
• Booking of interpreters for patients according to the Trust policy. Liaise with the relevant teams with enquiries as appropriate.
• Provide cover for colleagues during annual leave, sickness and busy periods this may mean going to different sites.
• Be fully competent in the features of the service computer software systems and undergo further training when systems are updated and as the job requires.
• Attend additional training as required and assist new staff with training.
• On occasion to manage potentially aggressive, verbally abusive visitors to the service which must be dealt with appropriately following agreed procedures and protocol.
• To refer enquiries as appropriate to the line supervisor or manager, ensuring patient confidentiality is not compromised in line with the requirements of the Data Protection Act and ensuring prompt and accurate response to all enquiries.
• Manage tidiness and appearance of reception
• To highlight any referrals or patients which require urgent attention and deal with them promptly, this can sometimes involve discussions with the senior clinician (HUB) to arrange where the patient needs to be booked.
• To develop working relationships across the trust with consultants, matrons and their teams.
• Check number of clinicians working and calculate number of patients that can be seen for the session.
• Update white board as per requirements and contribute to take 5 at the open and close of clinic
• Assist clinical staff, for example by providing support as a chaperone

Person Specification

Experience

Essential

• Previous experience of working in a busy public facing environment
• Previous experience in an admin role

Desirable

• Previous experience of working in a busy environment in a healthcare setting
• Experience on the ICare/EMIS System and Electronic Discharge Summaries System
• Previous experience of minute taking

Qualifications and Training

Essential

• Good standard of education NVQ 2 plus additional experience equating to NVQ 3 as outlined below.
• GCSE English Language or equivalent
• Clear handwriting and spelling
• Numerate

Desirable

• NVQ Business Administration - Level II or equivalent
• RSA II
• Certificate in Office
• ICare/EMIS Trained

Experience

Essential

• Previous experience of working in a busy public facing environment
• Previous experience in an admin role

Desirable

• Previous experience of working in a busy environment in a healthcare setting
• Experience on the ICare/EMIS System and Electronic Discharge Summaries System
• Previous experience of minute taking

Qualifications and Training

Essential

• Good standard of education NVQ 2 plus additional experience equating to NVQ 3 as outlined below.
• GCSE English Language or equivalent
• Clear handwriting and spelling
• Numerate

Desirable

• NVQ Business Administration - Level II or equivalent
• RSA II
• Certificate in Office
• ICare/EMIS Trained

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Lewisham and Greenwich NHS Trust

Address

Waldron Health Centre

Amersham Vale

London

SE14 6LD

Employer's website

https://www.lewishamandgreenwich.nhs.uk/ (Opens in a new tab)