Administration Officer - Patient Services - Radiology

NHS National Services Scotland; Glasgow; On-site; GBP 22,000 - 30,000; Full time

Job summary

Join a leading healthcare provider as a Clerical Officer, where you'll play a vital role in managing Imaging appointments and ensuring smooth operations across multiple facilities. This full-time position offers the chance to work closely with a diverse team of healthcare professionals, maximizing patient care and service efficiency. You'll utilize your organizational and communication skills to handle patient information systems and coordinate appointments while contributing to a supportive and inclusive workplace culture. If you're looking for a rewarding opportunity in healthcare administration, this role is perfect for you.

Qualifications

• Proficient in Microsoft Office and previous clerical experience required.
• Good organizational skills and ability to prioritize tasks under pressure.

Responsibilities

• Process and arrange Imaging appointments for patients efficiently.
• Communicate with wards and patients regarding appointments and changes.

Skills

Organizational Skills

Communication Skills

Proactive Initiative

Ability to Work Under Pressure

Education

Clerical Experience

Basic Knowledge of Medical Terminology

Tools

Microsoft Office (Word, Excel, Outlook, Teams)

Job description

NHS Greater Glasgow and Clyde is one of the largest healthcare systems in the UK employing around 40,000 staff in a wide range of clinical and non-clinical professions and job roles. We deliver acute hospital, primary, community and mental health care services to a population of over 1.15 million and a wider population of 2.2 million when our regional and national services are included.

The shift pattern is 8:45am-5pm Monday to Friday (37 hours) but may differ from site to site as per local requirements.

The Diagnostics Directorate is looking for a full time Clerical Officer based primarily at Glasgow Royal Infirmary x-ray department but will be required to cover Stobhill & Glasgow Dental Hospital as required, therefore travel across the North Sector may be required in addition to other GGC imaging departments as per service needs.

One of the primary purposes of this role is processing and arranging Imaging appointments for Inpatient & Outpatients. Working closely with Radiologists, Radiographers & Dental Hospital colleagues to prioritise patients based on urgency, the role is to maximise capacity, communicate with wards & patients with prep information and arrange portering for inpatients. Be the key contact for wards to arrange discharge and return patients to allow beds to be released. This rotational role is required to run the service across the North East Sector.

The post holder will be responsible for:

1. Making full use of various patient information systems to update patient demographics, appointments, waiting lists, and tracking as appropriate to ensure that there is a full audit trail.
2. Co-ordinating CRIS (Clinical Radiology Information System) diaries with available Radiologist/Radiographer sessions on distribution of the weekly rota, ensuring that all sessions are filled according to availability of Radiologists and that National Waiting Time Guarantees are achieved.
3. Coordinating all patients’ appointment letters, including all relevant preparatory information eg, fasting instructions in accordance with NHS Government Regulations on waiting times.
4. Communicating with wards & patients regarding changed and cancelled patient appointments as required, often at short notice.
5. Organise interpreting services as required.
6. Communicate with patients face to face or via telephone conversation with any concerns they may have regarding appointments, cancellations, waiting list times and any preparations required for their examination.
7. Provide information in relation to waiting times to the supervisor on a daily basis.
8. Carry out basic audits in relation to the number or type of examination requests or patient attendances for service planning purposes.
9. To undertake a variety of clerical duties including dealing with mail, e-mail, telephone enquiries & photocopying.

Although the Supervisor and Admin Manager are available in the department for advice and support on complex matters, the post holder is expected to use their own initiative to make basic decisions regarding workload, priorities, and enquiries from patients, Wards, GPs and clinics, in accordance with departmental policies.

Essential

1. Proficient in the use of software systems, including Microsoft Office packages i.e. Word, Excel, Outlook and Teams.
2. Previous clerical experience.
3. Good organisational and communication skills, including the ability to prioritise and work under pressure to tight timescales.
4. Flexible approach and an understanding of the principles of good teamwork.
5. Ability to work proactively on own initiative, flexibly and independently.
6. The ability to communicate clearly with patients and staff at all levels.

Desirable

1. Basic knowledge and understanding of medical terminology required at entry which will develop through training & experience to a specialist level.
2. Knowledge and understanding of working procedures and regulations related to Imaging acquired through experience.

Informal contact: Carol McQuade, Admin Manager, 0141 242 9724, [e-mail]

This role does not meet the eligibility criteria for a Skilled Worker visa or a Heath and Care Worker visa. NHS Greater Glasgow and Clyde (NHSGGC) is unable to provide candidates or employees with a Certificate of Sponsorship (CoS).

Due to the anticipated response to this post it may close before the closing date noted on the advert therefore once you start your application form please complete it immediately.

Details on how to contact the Recruitment Service can be found within the Candidate Information Packs.

NHS Greater Glasgow and Clyde encourages applications from all sections of the community. We promote a culture of inclusion across the organisation and are proud of the diverse workforce we have.

By signing the Armed Forces Covenant, NHSGGC has pledged its commitment to being a Forces Friendly Employer. We support applications from across the Armed Forces Community, recognising military skills, experience and qualifications during the recruitment and selection process.

NHS Scotland is reducing their full time working week from 37.5 to 37 hours per week from 1 April 2024 but with no change in pay. This reduction will also be applied pro rata for part time staff. This advert and any subsequent offer/contract of employment therefore reflects the new working hours. However, as not all service areas will be able to adopt the 37 hour working week immediately from 1 April 2024, you may be required to work up to an additional 30 minutes per week for a temporary period for which you would be paid until the service you are working in changes rosters or working patterns to accommodate the new reduced working week. If you have any questions or concerns please contact the Recruiting Board.

Candidates should provide original and authentic responses to all questions within the application form. The use of artificial intelligence (AI), automated tools, or other third-party assistance to generate, draft, or significantly modify responses is strongly discouraged. By submitting your application, you confirm that all answers are your own work, reflect your personal knowledge, skills and experience, and have not been solely produced or altered by AI or similar technologies.
Failure to comply with this requirement may result in your application being withdrawn from the application process.

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