Clinic Administration Support

The Christie NHS Foundation Trust; Manchester; On-site; GBP 22,000 - 26,000; Full time

Job summary

The Christie NHS Foundation Trust in Manchester is seeking a Clerical Administrator to join the Referrals and Bookings Team and the Outpatients function. You will welcome patients, update details on CareFlow, register new patients, add referrals and documentation, and assist with booking follow-up appointments in a busy NHS environment.

The role requires excellent communication, IT literacy and the ability to work on rosters, with a commitment to patient-centred service and maintaining high

Qualifications

• Diploma or equivalent experience ECDL or equivalent
• Experience of administrative or clerical work including a customer-facing dimension
• Experience of working within the national health service

Responsibilities

• Welcome patients to the department and assist with registration and updating patient details on the Trust patient administration system (CareFlow).
• Add referrals and relevant documentation to CareFlow and arrange follow-up appointments.
• Communicate effectively with patients and staff, including handling anxious or upset individuals.
• Liaise with GPs and other health professionals and ensure clinic outcomes are actioned per SOPs.
• Plan and organise own time/workload, prioritise tasks and provide cover during periods of leave or sickness.

Job description

An exciting opportunity has arisen for a motivated individual to join the Referrals and Bookings Team as a Clerical Administrator to work with the new referrals team and outpatients team in department 22. As a clerical administrator you are responsible for welcoming patients to the department, updating patient details on the system, registering new patients and adding their referrals and relevant documentation on to the Trust patient administration system (CareFlow) and booking follow-up appointments. The team support outpatient activity through the provision of a high quality, patient/ customer focused service. Clerical Administrators are responsible for ensuring that clinic outcomes are actioned effectively and in line with standard operating procedures and policies as appropriate and also ensuring patient referrals are added on to CareFlow within 24 hours. The Outpatients reception operates Monday to Friday 8am-6:00pm, and the successful candidate will be required to work on rota to ensure that the reception desk in manned between these hours Monday – Friday. This is a busy and varied role, and the post holder must possess excellent administration and communication skills. The successful candidate will be enthusiastic, willing to learn, eager to be an effective part of a friendly team, and able to use their initiative.

Main duties of the job

• Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format
• Communicate with patients who may be anxious, angry or upset
• Exchange relevant information with GPs and other health professionals
• Deal compassionately with distressing situations
• Liaise with other members of staff regarding case notes and patient visits
• Resolve issues arising in own role, such as cancellation of patient appointments and missing patient notes
• Use own initiative to liaise with clinical staff and other colleagues where necessary regarding patient queries
• Apply knowledge to correctly code treatment appointments and first definitive treatments
• Assess patients’ demographic details and alert management if they do not reach eligibility criteria for treatment in the NHS
• Plan for patient admissions, appointments and discharge
• Update information, admitting discharging and transferring patients on the patient information system.
• Work collaboratively with colleagues to ensure policies are adhered to
• Demonstrate workplace routines to less experienced members of staff
• Post holder is expected to follow all relevant protocols, SOPs and standard practice.
• Plan and organise own time and workload activity with prioritisation and liaising with team members

Working for our organisation

The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.

We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years.

We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.

Detailed job description and main responsibilities

• Exchange information with patients and staff on the admission and discharge of patients, both verbally and in written format
• Communicate with patients who may be anxious, angry or upset
• Exchange relevant information with GPs and other health professionals
• Deal compassionately with distressing situations
• Liaise with other members of staff regarding case notes and patient visits
• Resolve issues arising in own role, such as cancellation of patient appointments and missing patient notes
• Use own initiative to liaise with clinical staff and other colleagues where necessary regarding patient queries
• Apply knowledge to correctly code treatment appointments and first definitive treatments
• Assess patients’ demographic details and alert management if they do not reach eligibility criteria for treatment in the NHS
• Plan for patient admissions, appointments and discharge
• Update information, admitting discharging and transferring patients on the patient information system.
• Follow all relevant policy and legislation
• Work collaboratively with colleagues to ensure policies are adhered to
• Demonstrate workplace routines to less experienced members of staff
• Post holder is expected to follow all relevant protocols, SOPs and standard practice.
• Plan and organise own time and workload activity with prioritisation and liaising with team members
• Use own initiative to solve problems and answer staff and patient enquiries
• Participate in rotational requirements to support the needs of the service, putting patient services before personal preferences. Provide cover during periods of annual leave and sickness for other administrative staff.
• Undertake any other duties as and when required.

Qualifications

• Diploma or equivalent experience ECDL or equivalent

Experience

• Experience of administrative or clerical work including a customer-facing dimension
• Experience of working within the national health service

Skills

• Excellent communication and interpersonal skills
• Good telephone manner
• IT literate
• Familiarity with Microsoft office applications.

Knowledge

• Knowledge of booking patient appointments and data recording systems
• Knowledge of medical terminology

Values

• Achievement and recognition
• Learning and development.
• Healthy workplace
• Communication and engagement.
• Proud of The Christie.

Other

• Ability to work unsupervised
• Able to work under pressure
• Tactful and diplomatic
• Ability to work as part of a team
• Able to deal compassionately with distressing situations

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on thegovernment website.

Pre-Employment Checks

• Identity verification
• Right to work check
• Disclosure and barring service (DBS)/Criminal record check (dependent on role, payment of this will be the applicants responsibility)
• Professional registration and/or qualification check
• Occupational health assessment
• Employment history and reference validation

All applicants external to The Christie NHS Foundation Trust will be required to provide theirHMRC employment history to cover the most recent three years employment. This information will used to validate employment history andreferences.

If you require sponsorship, we will assess your eligibility based on currentgovernment guidance. If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

No Smoking Policy - You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

Additional Information - We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy.

The Christie NHS Foundation Trust is committed to the highest standards of ethical conduct and integrity in all our activities. We have a zero-tolerance approach to modern slavery in any of its forms, including slavery, servitude, forced or compulsory labour, and human trafficking. We are fully committed to acting ethically and with transparency in all our business dealings and relationships, and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our organisation or supply chains.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.