Receptionist

To cover CIU Reception desk as and when required  

Book relevant patient transport  

Clinic preparation (notes/requests), including tracking, collecting and returning medical notes, as required  

To arrange and send appointments for investigations, including making appointments on the TOMCAT system  

Scanning request forms, where required  

Dealing with day to day telephone enquiries, taking action as necessary  

Greeting patients on arrival at reception and marking attendance on TOMCAT system 

Computer operation to check patients demographic details  

To liaise with secretarial staff/technical staff as necessary  

Send out appointment letters ensuring correct information is enclosed. 

Respond to telephone calls and enquiries from patients, wards and medical staff in an efficient and courteous manner and respond accordingly. 

Deal promptly with incoming correspondence and ensure referrals are viewed by consultants as necessary. 

Assist with any other duties within the office and department as required. 

Scanning request forms where required 

Clinic preparation (notes/requests), where required. 

To perform other administration tasks which may arise in the future as directed by the Admin Manager/Team Lead 

Provide cover for colleagues within the Cardiac Bookings team when on annual leave or during periods of staff absence. 

Flexibility to work across UHD sites, as and when required. 

To ensure the values of UHD are maintained and practiced on a daily basis ensuring all patients are treated with dignity and respect to ensure a high standard of service delivery is maintained. 

Internal: 

External: Other NHS organisations 

To ensure that timely and effective communication is always maintained within the department and with patients. 

Liaise effectively with other departments within the Trust. 

Ability to use own judgement with support of the team lead 

To inform the Supervisor/Admin Manager of any potential breaches 

Ability to deal with stressful situations such as tight deadlines in an environment of frequent interruptions.  

Analyse information to resolve problems for patients and staff 

To deal with incoming queries, to ensure queries are answered in a prompt and helpful manner 

Ensuring information and requests are documented within Trust systems  

Managing distressed members of the public in a sensitive and efficient manner and enlisting help from appropriate members of the team if necessary  

To ensure appropriate letters are sent out in the post confirming all appointments  

To ensure all bookings are correctly entered on Trust systems in accordance with waiting list policies. 

Manage and prioritise own workload which requires concentration and working through frequent interruptions and changing of tasks. 

Liaising with the team to ensure adequate annual leave cover 

Ensure your work station / environment is organised and presentable at all times.  

Attend team meetings as requested. 

To ensure that timely and effective communication is maintained at all times within the department and with patient 

Deal appropriately with telephone calls from patients, medical staff, nursing staff, hospital departments etc.  

Respond to patient enquires, dealing with them in a sensitive and controlled manner, especially those from anxious and distressed patients and relatives.  

Ensure all relevant information is dispatched to the patient.  

Ensure all clinical enquiries are referred to the trained nursing staff.  

To book relevant patient transport  

To ensure patient confidentiality is maintained at all times 

To comply with all Trust policies and procedures ensuring these are implemented and followed at all times 

Use the Trust’s computerised systems to enter patient-related information as required, including eCAMIS and Electronic Patient Record 

To understand cardiac procedures. 

Participate in the development of the service and propose changes to how processes could be improved. 

To work with colleagues to appropriately manage the office environment, including resource management in terms of stationery, general office upkeep and health and safety 

Ensure equipment and resources are utilised to best effect, minimising unnecessary expenditure. 

Assist in the induction and training of new clerical staff to the department, providing support and guidance 

Provide support to other admission staff employed within the team were identified as appropriate 

Provide cover for colleagues whilst on annual leave/sick leave when advised by Administration Manager/Supervisor.  

Assist colleagues with training for any changes taking place in own specialties when advised by Administration Manager/Supervisor. 

Attend appropriate training sessions and updates.  

Attend mandatory training. 

Ensure BEAT training record is kept up to date. 

To attend an annual appraisal 

To ensure compliance with a range of Trust policies including Health and Safety, Infection Control, Confidentiality, Data Protection, Sickness Absence and Risk Assessment 

Ensure accuracy and timeliness in input of all data, ensuring the data and data input is of the highest standard and identify areas of concern 

Information technology skills required for the input of data.  

Use of Hospital computer systems such as Tomcat, E-CAMIS, Microsoft Word, Microsoft Outlook, and Microsoft Excel, EPR.  

Maintain and update databases. 

Utilisation of information resources to support the bookings process. 

To support the admin team and bookings team, as required 

Support the Administration Manager/Team Lead to develop any change of working practices. 

Contribute to the effective use and deployment of resources and staff to achieve optimum value for money without detriment to patient care or services within the unit 

Maintain a record or data relevant to Audit 

To assist if/when requested 

To be able to report anything, at any time, that is of cause for concern, whether that is unacceptable behaviour or something else 

Is guided by standard operating procedures (SOPs), good practice, established precedents and understands what results or standard are to be achieved 

May be exposed to face to face physical and verbal aggression 

Occasional exposure to distressing and emotional circumstances and very rarely exposure to highly distressing or highly emotional circumstances 

Manage own workload with frequent interruptions. 

Working mostly at workstation in an office environment. 

It may be necessary for the post holder to cover their colleagues whilst on annual leave and perform duties advised by the Admin Manager. 

Adequate information must be conveyed for others to be able to stand in for the post holder in their absence. 

It is the responsibility of the post holder to inform the Admin Manager of any fluctuations in the work load and report as early as possible any difficulties arising from an inability to complete work in time or effectively. 

It may be necessary for the post holder to assist with their colleagues work load and perform any other duties as advised by the Admin Manager.