Download great ormond street hospital for children nhs trust

Whittington Hospital NHS Trust
Job Description
_____________________________________________________________
1.
General Information
Title:
Receptionist / Clerical Support
Grade:
Band 2
Hours of Duty:
37.5 hours per week
Annual Leave:
27 days per annum plus 8 Bank Holidays (less
than 5 years)
29 days per annum plus 8 Bank Holidays (more
than 5 but less than 10 years NHS service)
33 days per annum plus 8 Bank Holidays (more
than 10 years NHS Service)
Terms & Conditions
of Service:
In accordance with National Terms and
Conditions.
Accountable to:
Service Manager, Women’s and Children’s Health
Responsible to:
Clerical Supervisor, Paediatric Department
2.
Job Summary
The post holder will provide an efficient administrative support to the
Children’s departments including daycare, Children’s Outpatient and also
provide cross-cover on NICU and Ifor. The post-holder will facilitate good
communication between these staff members, other team members, ward
staff, clinical and nursing staff and patients. The post also involves constant
interaction and communication with patients, parents and families and
therefore the postholder is expected to be aware of Child protection issues
and security protocols. The postholder will also be expected to provide non
clinical advice and guidance to children and families regarding the
arrangement and administration of their hospital visits.
This post also includes a degree of cross cover, as required, within the
Children’s Ward (Ifor), NICU and Daycare – where the postholder will act as
Ward Clerk on occasion.
3.
Main Duties
Reception

To deal with enquires from lay and professional people in a courteous,
tactful and discreet manner and book / change appointments where
appropriate.

To be responsible for answering the telephone in a professional manner,
ensuring that all messages are passed on accordingly and actioned if
required.

To build up team relationships with outpatients, medical records and
admissions to ensure that the patients referrals are dealt with in the
appropriate manner.

Register patients on PAS as required

To book appointments as required including follow up; new and
emergency.

To set up ad hoc clinics as requested by team leader

Ensure reception area is appropriately supplied and maintained, ensure
cover for reception area

To assist patient and clinicians / nursing team whilst in clinic area with
administrative tasks, as directed by Team Leader
Administration

To be responsible for opening, distributing and / or actioning both
electronic and paper mail for yourself.

To understand and follow the DNA management procedure.

To use the Patient Administration System and to ensure that all data is
complete, accurate and timely.

To obtain patient records from the microfiche as requested

To ensure that patient files are prepared and updated and to adhere to a
tracking system for all notes and x-rays.

To locate and collect case notes, x-rays and investigations as required by
the consultant and his team members in a quick turn around time for clinic
work

To file emergency clinic paperwork as appropriate
Communication

To ensure that all communications are dealt with confidentially and
discreetly and that a sensitive approach is used when dealing with
potentially difficult situation.

Be responsible for answering the telephone and for ensuring that
messages are passed or actioned accordingly. To provide cross cover of
telephones within reception area.

The postholder will be expected to facilitate good team working
relationships both within their own department and their division.

Liaise, by telephone, with external professionals, including other Trusts,
social workers, GPs as necessary and directed by clinicians.

To attend departmental meetings and others as appropriate.
Preparing for clinics and filing records
Preparation of clinic includes locating medical records; date stamping; labels
and front sheets and re-filing. Unlike other Outpatient departments, all
Paediatric medical records are kept in the department and no support is
currently received from medical records teams or filing clerks.






Locate medical records and prepare for clinic
Maintain extensive filing area, including non current storage
Locating and collating temporary casenotes
To repair / tidy / organise damaged casenotes as necessary
Send and collect notes from coding department as required
Collect notes for pre-clerking
General duties

In the event of staff absences to cross cover workload of colleagues as
basic service requirement within the Outpatient Department, Ifor Ward,
NICU and Daycare.

To take an active part in training new, temporary / voluntary staff within the
department, with back up support from the Team Leader.

To undertake any other duties commensurate with the grading of the post.

Complete coding of daycare episodes as required

Issue emergency cards as appropriate

When working on Daycare unit, admit and discharge patients as
requested

To send out GP letters / 10-12 paperwork as necessary

Forward TCI cards to admissions

Maintain up to date bedstate

Organise notes trolley for ward round

Booking interpreters as required in liaison with PALS
Personal Development

To participate in the regular appraisals process.

To undertake mandatory training within the Trust and any other training
required in order to be able to carry out your daily duties.

To demonstrate a commitment to the knowledge and skills framework
within your personal development plan, identifying your personal training
needs in addition to those highlighted by your direct line manager.

To undertake team training as identified and to demonstrate a
commitment to the development of effective team working.
Additional duties/responsibilities
Please also supply an organisational chart indicating posts two levels
above and two levels below this post - if this has not been provided
previously.
This job profile is intended to provide an outline of the duties and
responsibilities of this post and may change from time to time by agreement
of the Director of Human Resources & Corporate Affairs and the postholder.
Following consultation post holders may be required to do other duties
commensurate with their grade and experience for short periods of time.
SECURITY
It is the responsibility of all employees to work within the security policies and procedures of
the Whittington Hospital NHS Trust to protect the patients, staff and visitors and the property
of the Trust. This duty applies to the specific work area of the individual and the Hospital in
general. All staff are required to wear official identification badges.
DATA PROTECTION
This post has a confidential aspect. If you are required to obtain, process and/or use
information held on a computer or word processor you should do 'It in a fair and lawful way’.
You should hold data only for the specific registered purpose and not use or disclose it in any
way incompatible with such a purpose and ought to disclose data only to authorised persons
or organisations as instructed. Breaches of confidence in relation to data will result in
disciplinary action which may involve dismissal.
NO SMOKING
The Hospital has promoted a No Smoking Policy as part of its responsibility for the provision
of health. You will be required to work within the framework of this policy. Smoking is not
permitted in offices.
EQUAL OPPORTUNITIES
It is the aim of the Trust to ensure that no job applicant or employee receives less than
favourable treatment on grounds of sex, marital status, race, colour, creed, religion, physical
disability, mental health, learning difficulty, age or sexual orientation and is not placed at a
disadvantage by conditions or requirements that cannot be shown to be justifiable. To this
end the Trust has an equal opportunities policy and it is for each
employee to contribute to its success.
CONFIDENTIALITY
You are required to maintain confidentiality of any information concerning patients which you
have access to or may be given in the course of your work, in accordance with current policy
on confidentiality in the Whittington Hospital NHS Trust.
METHOD OF PAYMENT
Payment of salary is made into bank account/building society account by direct bank system.
Details of a bank account or building society account will be required on the first day at work.
There is no facility for any form of other payment.
CUSTOMER AWARENESS
The Whittington Hospital expects its employees to communicate with colleagues, patients and
visitors in a polite and courteous manner at all times.
November 2004
Whittington Hospital NHS Trust
Person Specification
A&C3 Clerk/Administrator
Essential Attributes
Educated to GCSE level (or Equivalent) in English Language
and general subjects
To be able to work effectively as part of a multi-disciplinary
team
Ability to demonstrate good communication skills, in person, on
the telephone and in writing
Ability to cope within a busy environment
Computer literate – Word Processing, spreadsheets and
databases
Committed to self development
Enthusiastic and positive with a “can do” approach
Interacts well with colleagues and staff
Motivated and flexible
Self Directing
Demonstrate initiative and willingness to learn
Good attendance Records
Desirable Attributes
Experience of using NHS IT systems or databases
NVQ
Knowledge of medical terminology
Experience of working within the NHS
Previous administration experience
Training Opportunities
Word-processing courses
ECDL
NVQ
Medical Terminology
Amspar
Pas
Health and Safety Training
YES NO
YES NO
YES NO