About this role
Job summary
To provide a courteous and efficient outpatients/reception service.
To provide administrative support to the outpatient department.
This involves working closely and communicating effectively with a Multidisciplinary team using initiative, tact, and diplomacy.
To work as part of the health records team ensuring an efficient, high quality and timely service is provided. This includes the searching and preparing of clinical records.
To ensure that all clinical coding outcomes are correctly recorded for payment by results meeting required targets dates.
To scan new patient referrals onto CITO and maintain the accuracy of documents recorded on the PAS system.
To ensure that RTT (referral to treatment) rules are followed and recorded from correctly from the clinical input on outcome forms, this in order that the trust meets government targets.
To review the storage of case notes both on and off site when culling for retention and destruction, ensuring data corresponds with the Patient Administration System meeting the information governance standards.
Cross site working required across the other Derbyshire community hospitals.
A UK driving licence or other means of transport will be required.
Main duties of the job
Provide a courteous and efficient reception service to all Patients, make new and follow up appointments for outpatients using Lorenzo & SystmOne, generating letters and completing Outpatients Outcomes.
Ensure that the 18-week RTT (referral to treatment) end date is captured on SystmOne and Lorenzo.
To scan new patient referrals onto CITO and maintain the accuracy of documents recorded on the PAS system.
To file case notes and other documentation. To extract case notes in a timely manner ensuring that items are correctly booked out of the library to the new destination and either sent or made available for collection to the ward, clinic or office requesting the notes.
To sort and prepare the contents of case notes the folders and in accordance with the case note maintenance policy remove identified documentation sort and prepare items for scanning onto CD ensuring information is coded to ensure that all items can be identified and retrieved as and when required.
To check the case note attendance details, dates and alert sheets against the Patient Administration System to ascertain if the notes can either be destroyed, fall into the category of offsite storage or need to be merged with another active set of notes.
Answer general telephone and face to face enquiries in the department.
Closing date of applications: 18 June 2026
Interview date: 1 July 2026
About us
As a trusted organisation at the heart of our communities, we recognise the important role we can play in supporting the public, patients, our own people and local partners in achieving the best of health for the local population and the communities in which they live by providing Exceptional Care Together
Our fundamental Values of Compassion, Openness and Excellence underpin how we intend to work as a Trust and the associated behaviours are becoming embedded in all aspects of how we work.
In return we will offer:
Development opportunities, both professional and leadership development On-going support from recruitment to when you join our team and beyond. Staff benefits including employee assistance programme, discounted gym membership, onsite fitness classes, car schemes Key Facts:
We see on average 4810 OP appointments a day. We are the 4th busiest Trauma & Orthopaedic outpatients department in England - an average of 2077 per week. An average of 1115 patients are seen in A&Es across our network every day - 3rd largest in the country. Our hospitals admit an average of 195 emergency patients daily. Last year we undertook almost 33,700 planned surgical operations in our 57 operating theatres. We are one of only 7 Trusts nationally with more than 50 operating theatres. We carry out more than 140 elective procedures each working day. UHDB is a research active University Hospital with a large and varied portfolio of clinical trials and research opportunities for all staff.
Job description Job responsibilities
Please see attached Job description and Person Specification. To apply please click APPLY FOR THIS JOB this link will take you to the TRAC Recruitment Site. You will need to register if you do not already have an account.
UHDB is committed to fair and transparent recruitment. We welcome authentic applications that reflect your own skills, experience and motivations for the role. While we understand that candidates may use AI tools for grammar, formatting or accessibility purposes, applications that appear to be substantially AIgenerated may be subject to additional review. If this applies to your submission, we will let you know and may ask for clarification. Please ensure your application accurately represents your experience and is written in your own words.
Following the recent update on UK immigration policy for those on a Health and Care Visa or Skilled Worker Visa, please click on the link to check your eligibility before applying for this post as we may be unable to provide sponsorshipSkilled worker: Health and Care Visa | NHS Employers
Your application (for shortlisting purposes) is assessed based on the Person Specification in the job advert (below).
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If you are considering applying for an internal secondment, please ensure you have discussed this with your line manager and obtained their support prior to submitting your application.Please be aware that there is no guarantee that you will be released from your substantive post, so you should seek approval before applying as you are applying or a Secondment.
Person Specification
Good written communication Essential
Good written communication on application form Demonstrates the experience and ability to communicate across different staff groups both verbally and in a written form Demonstrates a good standard of education in English and Maths (O Level, GCSE) (2)
Customer service experience Essential
Demonstrates experience in a patient facing/customer service environment
Admin office experience Essential
Demonstrates experience working with a team as well as undertaking tasks on their own Demonstrates experience making and receiving telephone calls and being a point of contact for customers/patients
Organisational skills Essential
Demonstrates experience and the ability to prioritise their own workload Demonstrates experience managing multiple tasks
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 University Hospitals of Derby and Burton NHS Foundation Trust
Address Ilkeston Community Hospital
Heanor Road
Ilkeston
DE7 8LN
United Kingdom
Employer's website https://www.uhdb.nhs.uk/ (Opens in a new tab)