About this role
Job summary
The Antenatal Clinic Administrator ensures a seamless patient experience into The Royal Surrey Maternity care pathways and manages the administration of the Antenatal Clinic, supporting the midwives and obstetricians and sonographers. They will coordinate all booking referrals into the maternity service, signposting women into the right community midwifery or out of area pathway, creating the patient record in the Patient Administration System and BadgerNet and booked all ultrasounds from 12 weeks up until birth. They will have responsibility for all administration required during antenatal midwifery & obstetric clinics, including but not limited to; make/reschedule appointments and obstetric ultrasounds, prepare & organise records, adding outcomes to PAS and signposting next steps to women.
Main duties of the job
To work as a member of the Multi-disciplinary Team
To provide administration support in antenatal clinic, including meeting and greeting all visitors in a welcoming, courteous and efficient manner. Ensuring excellent patient experience throughout the antenatal clinic pathway and obstetric ultrasound pathway.
To assist staff with designated tasks under direction and supervision of the Assistant Specialty Manager, Antenatal Clinic Manager and Ultrasound Lead
To engage in cross training within the team to ensure robust cover is available
To share responsibility for ensuring that the administration environment is kept safe at all times in accordance with the Health & Safety Act.
The post holder is expected to have a flexible and "can do approach" in ensuring the work of the department is carried out to the required high standards.
About us
Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.
The Care Quality Commission (CQC) have given us an overall rating of Outstanding.
Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.
Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.
A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo
Job description Job responsibilities
1. To coordinate the process of women booking their pregnancy with the maternity department. Creating a PAS and badgerNet record, maintaining accurate records of women booked and ensure they quickly and effectively are able to make/receive a booking appointment with their community or hospital midwifery team.
2. Responsible for all aspects of antenatal clinic administration, pre/post and during all clinics under the direction of the Antenatal Clinic Manager or Midwife in Charge, including the administration for obstetric ultrasound scans.
3. Ensure timely payment of ultrasound scan pictures. Maintain obstetric ultrasound pathway, supporting the booking and changing of appointments as required
4. It is essential that the post holder has good communication skills, is organised and assertive.
5. The post holder must have a flexible and responsive approach to the varying demands of the post.
6. Consistently welcoming, polite, courteous, efficient and sensitive manner when dealing with women and visitors who may be anxious or worried and displaying a positive approach at all times
7. To accompany patients to their clinic floor or other departments (e.g. imaging, triage, labour ward if necessary)
8. Deal promptly and in a professional manner with telephone enquiries, taking the necessary action required to assist the caller, and ensuring messages are passed swiftly to the relevant person
9. Ensure all outgoing and incoming calls are introduced with the Trust name, department name and staff members name.
10. To ensure Maternity records are maintained according to record keeping policy and reports are filed accurately in patients records on a daily basis
11. To arrange and document appointments for clients and confirm details
12. Ensure that patient demographics are correct and up-to-date on Cerner when dealing with a patient query.
13. They must be able to prioritise their work effectively and have the ability to work with minimal supervision (at times).
14. The post holder must maintain a high degree of confidentiality with relation to service users, employees and sensitive information in accordance with Trust policies and procedures.
15. Be aware of the regulations regarding the Data Protection Act and Equal Opportunity Policy according to Whittington Health regulations.
16. Respect patient and staff confidentiality
17. Liaising as necessary with Consultants, Obstetricians, Midwives, MSWs, medical records and GPs. To carry out any other duties commensurate with the grade as directed by the Antenatal Clinic Manager to ensure that the department interfaces efficiently with them
Person Specification
Qualifications Essential
Educated to A Level or NVQ 3 or relevant experience
Skills, Knowledge and Experience Essential
Experience of dealing with the public Previous experience of managing data information systems
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 Royal Surrey NHS Foundation Trust
Address Royal Surrey County Hospital
Egerton Road
Guildford
GU2 7XX
United Kingdom
Employer's website https://www.royalsurrey.nhs.uk/ (Opens in a new tab)