About this role
Job summary
We are looking for a motivated Band 2 Clerical Assistant / Receptionist to join our Reception Team in the Gynaecology Department at Leighton Hospital. The post holders will provide general administrative duties and front of house reception services for a busy Outpatient department.
We are looking for excellent communication and organisational skills together with a confident and pleasant telephone manner.
Good IT skills as well as a keen eye for detail and ability to multitask are skills that are vital in this busy role, as you will be supporting the team with a range of administrative tasks.
The post is 22,5 hrs per week, Monday, Tuesday & Wednesday, 7.5hrs per day between 8.15am and 17.30pm.
Main duties of the job
The post-holder will play an important role within the team to provide efficient and comprehensive administrative support to ensure the smooth running of the clinic coordinating / reception team and duties will include, but are not limited to, welcoming and receiving patients & visitors into the Gynaecology Outpatient Department, booking patients in and out of clinics, data inputting, telephone queries, care records management, booking appointments.
You may also be required to cover other admin roles at times.
About us
Mid Cheshire Hospitals NHS Foundation Trust (MCHFT) provides good quality, safe and effective healthcare to the people of Cheshire and beyond.
The Trust, which manages Leighton Hospital in Crewe, Victoria Infirmary in Northwich, and Elmhurst Intermediate Care Centre in Winsford, was established as an NHS Trust in April 1991 and became a Foundation Trust in April 2008.
We employ almost 5,000 members of staff, provide around 540 hospital beds, with a range of services including accident and emergency, maternity, outpatients, therapies, and children's health.
The Trust is also part of Central Cheshire Integrated Care Partnership (CCICP), a unique local health partnership that provides a range of community services for people across South Cheshire and Vale Royal.
During the Coronavirus pandemic, the Trust was recognised nationally for its 'Be Safe Be EquiPPEd' campaign, which aimed to make the Trust as safe as possible for staff and patients, through supporting the correct use of PPE.
The results in the 2020 national NHS Staff Survey showed improvements in all elements of the safety culture theme, with 92% of respondents feeling their role made a difference to our patients. We were also recognised nationally for our workforce health and wellbeing initiatives.
At Mid Cheshire, we value our staff and appreciate that in order to give our patients the best quality, compassionate care, we also need to look after our colleagues.
Job description
Job responsibilities
- 1. Provide a comprehensive administrative service on behalf of the Trust, undertaking all relevant work-related tasks including:
a. Referral management: creating referrals, waiting list entries and maintaining patient demographics and data quality on the patient administration system.b. Appointment management: booking appointments, arranging transport.c. Health Records management: retrieval, preparation and filing patient information/data - including preparing notes for clinic.d. General administration: printing correspondence, photocopying or e-mailing reports/letters according to the requirements of the service.e. Managing data quality: Pro-actively managing the data quality within a number of Trust Systems including Patient Administration System (PAS), NHS e-Referral Service, Bookwise and Envoy.f. Referral to Treatment (RTT) pathways: Ensuring that outpatient attendances are confirmed and outcomes are recorded via the RTT pathways. Supporting the Trust to achieve local and national targets and generate income.
- 2. Maintain systems and processes, adhering to standard operating procedures, facilitating accurate, timely access to patient information/data within the health records either via hard copy or electronic format complying with quality standards and information governance procedures.
- 3. Provide a professional reception service, greeting patients, public and all visitors as they arrive or on the telephone, dealing with enquiries promptly, taking action as necessary and directing patients/relatives/carers accordingly.
- 4. Pro-actively manage the data quality within the patient administration system, thus ensuring that patient demographic information is accurate, outpatient attendances are confirmed and outcomes are recorded via the Referral to Treatment (RTT) pathways.
- 5. Maintain health records following clinical review, updating patient information/data in accordance to agreed quality standard, locating and retrieving supplementary documentation as required. Filing diagnostic reports and essential documents in the chronological order within the health record.
- 6. Maintain the case note tracking system, ensuring that individual health records can be located in a timely manner. Promptly raising issues with functionality, reporting difficulties and hold-ups and support the identification of potential solutions.
- 7. Access all appropriate systems to obtain correspondence, clinic management and retrieve results, as and when required.
- 8. Maintain constructive relationships with others, within and across Trust and with external stakeholders e.g. General Practitioner surgeries, in order to improve the effectiveness and efficiency of services to patients.
- 9. Provide an efficient contact centre service, greeting patients, relatives and carers in a professional manner, dealing with their enquiries promptly, taking action as necessary.
Person Specification
Experience
Essential
- Previous office / administration experience
Desirable
- Previous NHS experience
Skills
Essential
- Good verbal communication with the ability to communicate with a wide variety of individuals
Desirable
- Effective customer service skills - face to face and telephone
Skills
Essential
- Proficient in computer skills
Desirable
- Knowledge of Trust IT systems
Education
Essential
- Good understanding of maths & English
Desirable
- GSCE or equivalent, grade C or above
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
Mid Cheshire Hospitals NHS Foundation Trust
Address
Leighton Hospital
Middlewich Road
CREWE
CW1 4QJ
United Kingdom
Employer's website
https://www.mcht.nhs.uk/ (Opens in a new tab)