Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 2
- Contract
- 1 x Fixed Term (9 months) & 3 Permanent positions
- Hours
- Full time - 37.5 hours per week
- Job ref
- 423-7111363
- Employer
- Airedale NHS Foundation Trust
- Employer type
- NHS
- Site
- Airedale General Hospital
- Town
- Keighley
- Salary
- £24,169 pro rata per annum
- Salary period
- Yearly
- Closing
- 01/05/2025 23:59
Employer heading
Outpatient Administrator (Band 2)
NHS AfC: Band 2
Be part of our future landscape
At Airedale, we are committed to promoting equality, diversity and inclusion. We actively encourage applications irrespective of people’s age, lived experience of living with a disability or long-term conditions, gender, race or ethnicity, religion or belief, sexual orientation, or other personal circumstances.
Increasing our diversity and supporting our organisation to be more inclusive is a key priority here at Airedale and our teams are at the centre of how we work towards this.
We appreciate all people may have diverse and individual needs and we pride ourselves on supporting all people to thrive and flourish at work. We have frameworks in place that support reasonable adjustments and flexible working for colleagues throughout their working lives which starts at recruitment.
These are exciting times for Airedale. We have the once-in-a-career opportunity to be involved in the planning and building of a completely new hospital here on our Steeton site by 2030. By joining us now you’ll be a key part of our journey over the next few years, with the chance to input into a state-of-the-art, modern healthcare facility that will deliver care to our communities for decades to come. We are also on the journey to a new electronic patient record, part of our wider ambition for our digital future – a future that builds on our significant telemedicine and digital care success. Ultimately, what makes Airedale special is our people. Not just our staff, but our volunteers, patients, visitors, and wider population who make up the Airedale family. This is a Trust that sits at the heart of our community, and our communities are very proud of their Trust.
Job overview
We have a fantastic opportunity to join our Outpatient Admin team as a Clerical Officer. Predominantly working to support in reception areas and medical record/clinic preparation, whilst also being responsible for other admin duties such as opening and scanning the post/referrals. Responsible for answering any telephone queries both from staff and patients.
1 x Fixed Term 9 month contract
3 x permanent contracts
Main duties of the job
The successful candidate will be able to demonstrate excellent interpersonal and communication skills with the ability to forge and maintain relationships. They will be able to demonstrate good administration skills. You will be able to demonstrate a good telephone manner, whilst being able to deal with challenging queries.
Working for our organisation
We are delighted to offer a wide range of benefits to employees including:
- Cycle to Work
- Travel Scheme
- Childcare Vouchers with Salary Sacrifice
- Onsite Nursery
- Buying and Selling Annual Leave
- Car Leasing
- Employee Assistance Programme
- Employee Health and Wellbeing
- Extensive Reward Scheme
- Counselling Service
- Financial packages including Vivup and Wagestream
- Staff Networks, Enable, Rainbow, Gender, Race Equality Ecoaware & Admin Network.
Our values:
We understand that it’s down to the hard work, effort and dedication of our staff that makes a difference for our patients. Our people really do make our Airedale experience – we take pride in fostering a friendly, effective and caring work environment. Our values are part of our DNA, which are:
- Committed to Quality of Care
- Compassion
- Working together for patients
- Improving Lives
- Everyone Counts
- Respect and Dignity
Got questions before you apply, please contact the recruiting manager to find out more.
Detailed job description and main responsibilities
DUTIES AND RESPONSIBILITIES
To provide administrative support relating to the appointment bookings for the Outpatient Appointment Offices.
· Liaising with nursing staff, consultants, secretarial and other disciplines.
· Adhering to Trust and departmental standards.
· Inputting computer transactions to ensure correct details are recorded.
· Update the patient system1 record.
· Assisting patients with general enquires
To ensure all necessary medical records where appropriate are obtained both internally and from other providers and prepared for the Outpatient Clinics in accordance with the booking requirements in a timely manner.
Ensure the electronic patient casenotes tracking system is always updated.
Protect patient privacy by ensuring that all data and information relating to them does not pass to unauthorised individuals or organisations by ensuring it is held in the strictest confidence.
Help patients, relatives, and colleagues by dealing with telephone and face to face enquiries in a constructive and sympathetic manner, tact may be required for situations where it is necessary to communicate unwelcome information.
To ensure all letters to patients/GPs are dispatched correctly and promptly.
To ensure patient correspondence includes all appropriate information leaflets if required.
Distribute case notes, clinic lists to appropriate areas, ensuring the notes correspond against the clinic list.
Ensure appointment booking lists are marked clearly to the relevant areas.
Data input as required into the Patients System1 record.
Provide cross cover within the Outpatient Booking Offices as required for planned and unplanned leave as necessary.
Ensure the effective and efficient running of the department by managing own workload, working on own initiative and planning and prioritising as necessary, act independently, deciding when necessary to refer to the appropriate Supervisors / Managers.
Attend individual staff development reviews in which training and development needs will be identified and planned, also to ensure that you attend mandatory training as directed by the Outpatient Appointment Manager.
Undertake any other duties as directed by the Outpatient Appointment Manager or Supervisor for the successful performance of the role.
Person specification
Qualifications
Essential criteria
- Good general standard of education including English and Maths grade A-C or equivalent
Experience
Essential criteria
- Relevant experience of administration/ clerical work within the customer service area. Experience of handling calls from the public
Desirable criteria
- Previous hospital/GP surgery experience
- Knowledge and experience of using the national ERS system and System One
- Experience of complex and difficult calls
- Dealing with complaints.
Skills
Essential criteria
- T and keyboard skills in an office setting. Knowledge of Microsoft office software packages.
- Good communication and interpersonal skills and good telephone manner
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Application numbers
Documents to download
Further details / informal visits contact
- Name
- Pat Kendall
- Job title
- Outpatients Appointments Manager
- Email address
- [email protected]
- Telephone number
- 01535 292605
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