Job Description

You are responsible for processing and registering new referrals, booking clinics, updating waiting lists and communicating appointment related information to patients, careers and health professionals. The service aims to make effective use of resources, reduce duplication and ensure that referrals are efficiently and safely managed through the system. The post holder will ensure that any urgent needs highlighted to the appropriate clinical services.
We believe that the first point of contact for our patients sets the tone for their care and therefore we aim to deliver a top-notch administrative service. We are committed to putting patients and service users first and we are looking for dedicated professionals who share our values and our passion for delivering quality care and an excellent administrative service.
Our operating hours are currently between 8 a.m. – 5 p.m. Monday to Friday, which may be subject to change in line with service expectations. The post holder maybe required to alternate their shift pattern, depending on cross-cover needs.

• Process new referrals in accordance with local Standard Operating Protocols (SOPs)
• Book clinics and appointments and manage cancellations or amendments in a timely manner
• Maintain health records as required and according to local SOPs
• Utilize relevant electronic patient record systems to enter and retrieve patient data ensuring all details are accurately recorded in a timely manner
• Provide accurate confirmation of appointments to patients
• Maintain the integrity of patient data on electronic patient records, including the creation and update of records
• Work closely with relevant departments to ensure that notes are prepared and available and that necessary clinical information has been obtained in time for clinics, where appropriate
• Generate clinic letters, reports, correspondence and other documents within agreed time scales and to agreed standards, as and when necessary
• Undertake photocopying, faxing, scanning of confidential and non-confidential information.
• Work with telephone equipment and computer software which are used to support the SPA service
• Participate in SPA team meetings, including typing and distributing minutes
• Take initial responsibility for the local resolution of problems that may arise with staff/clients. To deal with complaints according to policy and procedures.
• Undertake audits and surveys as requested
• Support with Rota monitoring to ensure that clinical capacity is fully utilized
• Support the ordering, monitoring and maintenance of stationery and stock.
• Organize interpreters and transport to support clinical apts according to local SOPs
• Take initiative in suggesting improvements to administrative process ensuring the process remains efficient and cost effective
• Administer processes to collate satisfaction feedback from patients and service users
• Priorities and manage own workload on a day-to-day basis
• To carry out smartcard re-authentication as appropriate
• Support with training of new team members
• Participate in SPA team meetings, including typing and distributing minutes
• Take initial responsibility for the local resolution of problems that may arise with staff/clients. To deal with complaints according to policy and procedures.
• Undertake audits and surveys as requested
• Support with Rota monitoring to ensure that clinical capacity is fully utilized
• Support the ordering, monitoring and maintenance of stationery and stock.
• Organize interpreters and transport to support clinical apts according to local SOPs
• Take initiative in suggesting improvements to administrative process ensuring the process remains efficient and cost effective
• Administer processes to collate satisfaction feedback from patients and service users
• Priorities and manage own workload on a day-to-day basis
• To carry out smartcard re-authentication as appropriate
• Support with training of new team members

We can offer you?

• A comprehensive induction into the community service followed by a local induction to introduce you to the role
• Support with gaining your driving license
• Car lease scheme
• Flexible working options
• Annual travel card loan
• Training, support and development in your career

Required Knowledge, Skills, and Abilities

Successful candidates will possess excellent organizational skills with strong verbal and written communication abilities. The post requires the ability to work on your own and use your initiative, in addition to being a committed team player to a multi-disciplinary team. You must be able to deal with confidential issues in a professional manner and be able to work under pressure.