Job summary
- Main area
- Endoscopy
- Grade
- Band 3
- Contract
- Permanent
- Hours
- Full time
- Part time
- Flexible working
- Compressed hours
- Job ref
- 203-EL821
- Employer
- South Warwickshire University NHS Foundation Trust
- Employer type
- NHS
- Site
- Endoscopy Unit - Warwick Hospital
- Town
- Warwick
- Salary
- £24,071 - £25,674 per annum
- Salary period
- Yearly
- Closing
- 10/11/2024 23:59
Employer heading
Endoscopy Booking Coordinator
Band 3
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society. We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
Warwick Endoscopy Unit is committed to delivering a high quality patient focused service, is a well-equipped and modern department which specializes in a wide range of diagnostic and therapeutic procedures. We also undertake bowel cancer screening as part of the National Screening Programme.
This is an opportunity for a self-motivated individual to join a friendly, busy team. The successful applicant will be part of the Endoscopy Unit’s booking and scheduling team.
In return we can offer you a flexible and motivating work environment and a good competency based training programme. In addition, the Endoscopy team consists of a supportive multidisciplinary team and we encourage all our staff to develop their skills in a positive learning environment.
We are a very busy unit and are looking for someone who is flexible and reliable. The unit is open Monday to Sunday and working hours are variable to cover the needs of the service, nevertheless South Warwickshire Foundation Trust operates a flexible working policy and support individuals to meet a work-life balance.
Main duties of the job
The key element of the job will be to provide a patient focused booked admissions service to hospital endoscopies.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
Negotiate patient appointments to attend for endoscopy procedures, working against agreed protocols either through face to face contact or via the telephone, including any changes to pre-planned dates.
Ensure all relevant patient information is recorded on the Trust’s IT system and updated accordingly, including early offers of operation date.
To be the point of contact in the Trust for booking enquiries from patients.
Work flexibly and provide cross cover for colleagues in the Department.
Deal with day to day enquiries from patients, Consultants and other staff within the Trust in a professional and calm manner.
Booking Management
Liaise with clinicians to create a database of procedures times, together with key information regarding fully utilising endoscopy lists.
Strict adherence to sequential booking, access booking times and the waiting list policy is essential.
Order any specialised equipment as necessary in a timely manner to ensure equipment is available for the list.
Ensure any patients who have not responded to invite letters are dealt with in line with the waiting list policy.
Create and distribute procedure lists appropriately to relevant areas, informing of any changes when they arise.
Communication
Be clear, concise, polite, friendly and professional when communicating with patients, their relatives and carers as well as with hospital consultants, nurses, other health professionals, hospital staff from own and other departments and staff from general practice.
Exemplify best practice in communication with patients, relatives and carers.
Ensure patients are sent appropriate communications regarding their appointments i.e confirmation letter to patient, reschedule letter, along with any relevant information.
Communicate with patients of an individual basis both face to face and over the telephone, to both book patient appointments and answer queries on behalf of the clerical team.
Service Improvement / Team Development
Be involved in the development & revision of protocols & processes as required.
Co-operate in the introduction of new technology and developments associated with the Patient Administration System.
Ability to provide advice and train staff in the administrative processes on the Unit.
Data Quality
Ensure any data entries are accurate and good record keeping is maintained at all times.
Ensure surveillance waiting lists are regularly validated and actioned to ensure accurate and timely booking for all patients.
Plan own daily workload, including routine, periodic checks on outstanding work to ensure patients are appointed systematically and in turn, in line with Cancer, Diagnostics and 18 week targets.
Participate in any patient satisfaction surveys carried out for the Endoscopy Unit.
Person specification
Qualifications
Essential criteria
- Good command of the English language – both written and spoken. GCSE Level or equivalent standard
- Typing or word processing qualification or minimum of one year’s experience
Desirable criteria
- NVQ 3 Customer Service / Administration
Experience
Essential criteria
- Experience of waiting list management
- Experience of Booked Admissions
- Previous customer service experience
Desirable criteria
- Medical secretarial skills
- Experience working as part of a multidisciplinary team
Skills
Essential criteria
- Demonstrate knowledge of waiting list management
- Proficient word processing skills
- Ability to develop good working relationships with medical and other hospital staff at all levels
- Ability to communicate verbally in a clear and effective way both face to face and on the telephone
- Ability to deal tactfully and efficiently with a wide range of people eg. Patients, visitors, medical staff in a helpful manner
- Ability to prioritise workload and use own initiative
- Understanding of the importance of confidentiality
- Knowledge and use of Outlook, Excel and Word
- Knowledge of Patient Administrative System
- Good understanding of clinical procedures in order to manage waiting lists
Desirable criteria
- Knowledge of Medical terminology
Personal Qualities
Essential criteria
- Display a flexible approach to work and the ability to cope with changes in environment and new technology
- Professional manner
- Willing and able to work as part of a team
Other
Essential criteria
- Good attendance record
- Able to work for prolonged periods on a VDU
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Orla Corry
- Job title
- Service Manager
- Email address
- [email protected]
- Telephone number
- 01926 495321
- Additional information
Tel: 01926 495321 ext 6955
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