Administration and Clerical Officer

Integrated Care System; Gateshead; On-site; GBP 20,000 - 30,000; Full time

Job summary

A leading healthcare provider in the North East of England seeks an efficient administrator for their Radiology Department. The role entails managing patient reception, arranging appointments, and ensuring the confidentiality of sensitive information. Suitable candidates will have a solid educational background and prior administrative experience in a healthcare setting.

Qualifications

• Experience in administrative roles in healthcare.
• Ability to support team members and adapt to service needs.
• Willingness to work flexible hours within core hours.

Responsibilities

• Provide competent and efficient reception service for Radiology.
• Arranging appointments and handling queries both in-person and via telephone.
• Process medico-legal requests and maintain confidentiality of patient information.

Skills

Organizational skills

Communication skills

Telephone manner

Education

GCSE or equivalent including Maths and English

Level 2 Customer Service Practitioner

Tools

Windows and Microsoft Office

Radiology Systems (RIS & PACS)

Trust Patient Administration Systems (PAS)

Job description

Diagnostic imaging, formally known as Radiology, providing a comprehensive range of high quality diagnostic imaging and interventional procedures for patients across their lifetime. In 2023 the department performed over 183,000 scans. We provide outstanding Administrative support to services including:

X-rayMobile imagine in theatreMRICT scansUltrasoundsDEXAFluroscopyInterventional radiologyBiopsies and drainages venousAccess procedureMedical physicsPre-assessment clinicsSpecialist consultant scan reporting

Front of house admin team provide administrative cover 7 days a week, 8am - 8pm utilising a shift system. Diagnostic Imaging has over 200 members of staff; all dedicated to exceptional patient care.

***Previous applicants need not apply ***

Main duties of the job

You would play a vital role in making Diagnostic imaging a great place to work. You will be working alongside colleagues who will support, nurture and empower you to be your best. The main duties covered in the role include the provision of a competent and efficient reception service.

The Radiology Department has three receptions located in Main department, MRI and Ultrasound responsible for signposting patient to the right department, correctly booking patients into the department, and performing a wide variety of administrative tasks integral to the working of the department. There is a requirement to ensure patient notes are updated and confidentiality maintained. There will also be a need to deal with medico-legal, and image transfer requests in a timely manner.

About us

Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.

Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.

We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.

Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.

We have a number of staff networks including the Global Ethnic Majority (GEM) network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our Armed Forces network is one of our emerging networks.

The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.

Job responsibilities

The Radiology Department operates a 24-hour service. You will be required to be flexible in relation to your base of work and will cover a variety of shifts Monday- Sundays covering hours 8.00am-8.00pm on a rotational basis.

• To provide a competent and efficient reception service.
• To contribute to the delivery of a timely, high quality Radiology service.
• To arrange appointments (inpatient and outpatients) and utilise any cancelled appointments.
• To deal with patients notes and ensure they are kept safely, and the confidentiality of the information contained within is maintained.
• To handle any queries or telephone enquiries in an accurate and professional manner.
• Where applicable/required, support and arrange retrieval of x-ray packets from storage (offsite and on site).
• To process all image transfer requests received via Image Exchange Portal (IEP), IT service desk ticket system (Cherwell) or Vocera prioritising blue light requests.
• To process all medico-legal requests in a timely manner and ensure all discs produced are appropriately encrypted.
• To monitor the duty task pad (ultrasound) and relay messages in a timely accurate manner.
• To ensure daily reports are actioned and reports are emailed securely to relevant referrer.
• To allocate images to offsite reporting service.
• Manage own workload by prioritising tasks accordingly in order to meet deadlines.
• Carry out general administration duties e.g. filing, photocopying and scanning etc.
• To be flexible and supportive of the changes within the Radiology Services
• Contribute to Service Development and improvement and take an active role in Safecare activities.
• Support peoples Equal Diversity and Rights.

Person Specification

Skills, knowledge, aptitude

• Indicate a willingness and ability to support other team members and the ability to adapt to developing service needs.
• Good organisational skills.
• Good communication skills both written and verbal.
• Good telephone manner.

QUALIFICATIONS AND TRAINING

• Good standard of general education (GCSE or equivalent, including Maths and English). *MUST BE ABLE TO PRODUCE CERTIFICATES OF GRADES*
• Ability to complete the required associated course: Level 2 Customer Service Practitioner

EXPERIENCE

• Working knowledge of Windows and Microsoft Outlook, Word, Excel or a similar package
• Recent Experience of Radiology Systems (RIS & PACS) and Trust Patient Administration Systems (PAS)
• Previous administrative experience in a healthcare admin setting

DISPOSITION

• Calm disposition.
• Ability to work effectively without direct supervision and within a team.
• Ability to adapt to change

SPECIAL REQUIREMENTS

• Able and willingness to work flexibly within core hours between 8am - 8pm to support 7 day working.

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.