About this role
Job summary
We are seeking a dynamic individual to join our administration team within our progressive and specialist Psychosexual Service. The successful applicant will be an integral team member contributing to the efficient and daily running of this busy and exciting service.
Main duties of the job
Essential tasks on a daily basis will be clear and expected as per job description however the successful applicant will also be encouraged to contribute toward dynamic service development, data collection and analysis.
About us
We are a supportive and caring team understanding staff well being is a priority for optimum staff satisfaction and subsequent productivity. We strive continually to have an excellent team ethos and therefore are looking for applicants with the ability to work as an excellent team player. Additionally personal learning, development and training is expected and will be supported within the structure of appraisal and one to one meetings
There is no sponsorship for this role (not a Skills shortage).
Job description Job responsibilities
Complete demographic checks on all clients who contact/attend the service ensure all personal details are correct, and where necessary amend the details on the electronic clinic system.
Ensure waiting area and office is kept tidy and notice boards are kept up to date ensuring that there are adequate supplies of information leaflets available for use.
Monitor and co-ordinate incoming telephone calls for example to receive and relay messages, to provide basic information as per guidelines when making patient appointments. To provide non-clinical information in response to routine enquiries. Dealing with enquiries and personal callers and re-directing medical/clinical enquiries to the appropriate team member.
To manage patient appointments, letters etc with the dedicated software system Lilie.
Record basic and relevant information in a clear and concise manner in the notes section of dedicated software system Lilie.
Maintain an effective paperless filing system in a busy demanding environment.
Maintain a photocopying service, circulating appropriate information/memos to the team as directed.
Ensure/check patients are texted, to remind them of their appointments in order to reduce the number of DNAs (did not attends) using Lilie SMS texting and bring to the attention of the Senior Receptionist or Administration Manager if texts are not sent.
Responsibility to submit Family and Friends surveys
Send out and collect response for monthly post discharge outcome measures
Attend to mail, redirecting and distributing correspondence as required and as per Information governance directives and TRUST policies. Addressing all daily email correspondence and clearing service bucket email
Involvement in the management of Team Meeting including formatting the agenda, taking and formatting minutes and distributing accordingly
Maintain adequate levels of administrative stationery in the office.
Liaise with other clerical and administration staff as necessary.
To be vigilant and assist in security of client records and the services locking up procedures.
Scan letters and client information to the dedicated software system Lilie.
Assist in the collection of data for audit purposes.
To undertake any such duties or responsibilities as directed by the Administration Manager and Service Lead.
Participate in the maintenance of good relationships, communications and teamwork within the service.
Ensure good communication links are maintained with medical, nursing and administrative staff throughout the Trust plus other statutory and voluntary settings.
Adhere to policies and procedures of the trust ensuring Clinical Governance is maintained.
Participate in the development and trials of new ideas and methods within the service.
Support and participate in in-service training for newly appointed clerical staff.
To attend staff meetings, including working groups to assist in the development of the service.
Keep the Administration Manager informed of any significant changes within the Department for example reporting incidents, accidents or complaints.
Able to drive to different clinic venues between Lancashire and Blackpool if required.
Person Specification
Education and Qualification Essential
GCSE Maths and English Grade 4 and above Minimum RSA3 typewriting/word processing ECDL or equivalent Minute taking Car owner and business mileage 2 years minimum relevant administration and secretarial experience Excellent IT skills (fully converse in all Microsoft applications) Experience dealing with general public High level of communication skills (oral and written) Excellent organisational skills Ability to organise and prioritise own workload Able to work under pressure Able to deal with short notice change in priorities Ability to produce /present work to a high level Able to demonstrate accuracy of work Ability to work as part of a team Ability to use own initiative Flexible approach to meet service needs Considerate to colleagues and clients Reliable Honest Conscientious Friendly Positive attitude and client focused Ability and ease in discussing sexual issues and intimacy including dealing with distressed clients Non-judgemental attitudes Essential to have a good understanding of confidentiality and information governance and record keeping
Desirable
Experience of Working in Health Care environment/NHS Experience in use of Lilie
Ability to work at Service Base Accrington Essential
Car owner and business milage 2 years minimum relevant administration and secretarial experience
Desirable
Experience of Working in Health Care environment/NHS
Skills abd Ability Essential
High level of communication skills (oral and written)
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 Blackpool Teaching Hospitals NHS Foundation Trust
Address ACORN PHCC
421 Blackburn Road
Accrington
BB5 1RT
United Kingdom
Employer's website https://www.blackpoolteachinghospitals.nhs.uk/ (Opens in a new tab)