• Job Description

  Req#: C9345-24-0239?language=en&page=10&sort=publicationDateDesc

  Job summary

  An exciting opportunity is available to join Childrens Services Administration team at North Tees & Hartlepool NHS Foundation Trust. There is continuous opportunities within this department to support progression and also opportunities in supporting with further training / completing Leadership/ Management / Supervisor apprenticeship courses.The post holder will be responsible for day-to-day activity for the Trust and provide support and advice.

  We are looking for a motivated, enthusiastic and highly efficient individual who will work as part of a large administration team in a busydepartment. The post holder will be required to have excellent communication skills and be able to prioritise workload effectively.

  Main duties of the job

  Knowledge and efficient use of data / appointment systems - SystmOne, Trakcare, ICE, Choose & Book

  - Processing of New Referrals for all Clinical teams within Childrens Services- Booking appointments - support smooth running of clinics to ensure patients are in the right place at the right time.

  - Act as first point of contact for patients and Health Professionals- Providing factual, non clinical information to patients and callers are essential to the role.

  - Audio typing

  - Reception cover

  About us

  At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

  We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition - a note of thanks, Managers Awards, Shining Stars and Service Awards.

  We recruit for values and "Together we are North Tees & Hartlepool"

  Date posted

  03 April 2024

  Pay scheme

  Agenda for change

  Band

  Band 3

  Salary

  £22,816 to £24,336 a year pro rata per annum

  Contract

  Fixed term

  Duration

  12 months

  Working pattern

  Part-time

  Reference number

  345-WOM6176475

  Job locations

  University Hospital of Hartlepool

  Holdforth Road

  Hartlepool

  TS24 9AH

  
  

  Job description

  Job responsibilities

  Detailed job description and main responsibilities1. Provide general reception duties, operation of switchboard, information and accurate message service at reception desks.2. Ensure that all tasks are carried out to a high standard of quality which meets all departmental and organisation requirements.3. To act as a telephone operator receiving incoming calls and making outgoing calls, communicating with patients as required ordetermined by service needs4. Provide factual, non clinical information to patients both face to face and over the telephone5. Effective and efficient use and co-ordination of patient data/appointment systems including processing of new referrals into a service6. Inputting of data to provide an effective information system to capture the 18-week data requirements7. Responsible for the scheduling of clinics, sending out appointments and booking of clinic rooms. Preparation of case notes for clinicsessions, using all appropriate technologies, procedures and guidelines.8. To support with the process of issuing of requested equipment for example wheelchairs9. Assist in the locating, collecting and returning of case notes supporting and maintaining accurate systems of tracking and tracing in linewith Trust Policies and Procedures.10. Prepare patient files/service records for archiving, ensuring compliance with Trust Policies and Procedures.11. Typing of letters, reports and other correspondence, and the input and checking of data and information into IT systems.12. General office duties including opening and distributing of post, good housekeeping, filing, photocopying and monitoring andmaintaining of supplies and stationery.13. Assist in the co-ordination of room usage.14. Support and maintain the reporting mechanism with regard to general state of repair of premise/area. Ensure maintenance andorganisation of clinical and non-clinical environments15. Adaptable and flexible to operational change within service. Supporting other services within the Directorate in admin and clerical dutieswhen necessary.16. Post holders will travel different distances on a frequent basis across North of Tees locations17. Demonstrate commitment to Improving Working Lives principles and flexible working patterns, to meet the needs of the service andstaff18. Tackle discrimination and harassment, and promote equality and diversity in the workplace19. Support the reduction of sickness absence; work place accidents; and promote zero tolerance on violence against staff20. Take responsibility for personal development and education and the development of a Personal Development Plan.

  Job description

  Job responsibilities

  Detailed job description and main responsibilities1. Provide general reception duties, operation of switchboard, information and accurate message service at reception desks.2. Ensure that all tasks are carried out to a high standard of quality which meets all departmental and organisation requirements.3. To act as a telephone operator receiving incoming calls and making outgoing calls, communicating with patients as required ordetermined by service needs4. Provide factual, non clinical information to patients both face to face and over the telephone5. Effective and efficient use and co-ordination of patient data/appointment systems including processing of new referrals into a service6. Inputting of data to provide an effective information system to capture the 18-week data requirements7. Responsible for the scheduling of clinics, sending out appointments and booking of clinic rooms. Preparation of case notes for clinicsessions, using all appropriate technologies, procedures and guidelines.8. To support with the process of issuing of requested equipment for example wheelchairs9. Assist in the locating, collecting and returning of case notes supporting and maintaining accurate systems of tracking and tracing in linewith Trust Policies and Procedures.10. Prepare patient files/service records for archiving, ensuring compliance with Trust Policies and Procedures.11. Typing of letters, reports and other correspondence, and the input and checking of data and information into IT systems.12. General office duties including opening and distributing of post, good housekeeping, filing, photocopying and monitoring andmaintaining of supplies and stationery.13. Assist in the co-ordination of room usage.14. Support and maintain the reporting mechanism with regard to general state of repair of premise/area. Ensure maintenance andorganisation of clinical and non-clinical environments15. Adaptable and flexible to operational change within service. Supporting other services within the Directorate in admin and clerical dutieswhen necessary.16. Post holders will travel different distances on a frequent basis across North of Tees locations17. Demonstrate commitment to Improving Working Lives principles and flexible working patterns, to meet the needs of the service andstaff18. Tackle discrimination and harassment, and promote equality and diversity in the workplace19. Support the reduction of sickness absence; work place accidents; and promote zero tolerance on violence against staff20. Take responsibility for personal development and education and the development of a Personal Development Plan.

  Person Specification

  Qualifications

  Essential

  • NVQ Level 3 in Business Administration or Customer Service
  • Evidence of Administration knowledge and skills equivalent to level of qualification

  Desirable

  • HND/ Diploma or Degree
  • RSA III Typing / Word Processing or equivalent
  • Amspar Medical Receptionist / Secretary
  • Willingness to train / develop further skills

  Experience

  Essential

  • Experience with Appointment Systems and Patient Data Systems
  • Audio Typing
  • Medical Terminology
  • Experience or telephony systems
  • Good working knowledge and experience of Windows and Microsoft office applications

  Desirable

  • SystmOne or Trakcare
  • Working in a Health Care Environment
  • Experience of working within a multi-disciplinary setting / NHS / Medical services

  Knowledge & Skills

  Essential

  • Good interpersonal and communication skills with experience of dealing with people at a variety of levels
  • Ability to respond to sudden unexpected demands and to adapt quickly to changing priorities
  • A quick leaner, able to learn the systems (transferable skills) and procedures specific to the organisation and the department

  Desirable

  • Experience of dealing with members of the public / reception cover
  • Identify & Contribute to service improvement

  Person Specification

  Qualifications

  Essential

  • NVQ Level 3 in Business Administration or Customer Service
  • Evidence of Administration knowledge and skills equivalent to level of qualification

  Desirable

  • HND/ Diploma or Degree
  • RSA III Typing / Word Processing or equivalent
  • Amspar Medical Receptionist / Secretary
  • Willingness to train / develop further skills

  Experience

  Essential

  • Experience with Appointment Systems and Patient Data Systems
  • Audio Typing
  • Medical Terminology
  • Experience or telephony systems
  • Good working knowledge and experience of Windows and Microsoft office applications

  Desirable

  • SystmOne or Trakcare
  • Working in a Health Care Environment
  • Experience of working within a multi-disciplinary setting / NHS / Medical services

  Knowledge & Skills

  Essential

  • Good interpersonal and communication skills with experience of dealing with people at a variety of levels
  • Ability to respond to sudden unexpected demands and to adapt quickly to changing priorities
  • A quick leaner, able to learn the systems (transferable skills) and procedures specific to the organisation and the department

  Desirable

  • Experience of dealing with members of the public / reception cover
  • Identify & Contribute to service improvement

  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).

  Additional information

  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

  North Tees & Hartlepool NHS Foundation Trust

  Address

  University Hospital of Hartlepool

  Holdforth Road

  Hartlepool

  TS24 9AH

  
  

  Employer's website

  https://www.nth.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  North Tees & Hartlepool NHS Foundation Trust

  Address

  University Hospital of Hartlepool

  Holdforth Road

  Hartlepool

  TS24 9AH

  
  

  Employer's website

  https://www.nth.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

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