Maternity Outpatient Receptionist

Calderdale and Huddersfield NHS Foundation Trust

We are looking for a bright, friendly and enthusiastic individual who is able to provide full reception support to the maternity outpatient services at Calderdale & Huddersfield NHS trust. The successful candidate for this position will be able to use initiative to work independently, whilst also working effectively within a multidisciplinary team.

Main duties of the job

The Antenatal Clinic Receptionist is the first point of contact for women visiting the clinic. They will provide a full reception service including meeting and greeting all attendees to the area, offering a high level of administrative support to the clinical teams, maintaining accurate digital records and dealing with queries in a sympathetic and appropriate manner.

The post holder will be able to support the day-to-day running of the Antenatal Clinic Reception and be expected to deal with a wide range of duties using the digital systems. The post will require flexibility of working across sites when required to cover both maternity services reception areas. The post will involve arranging appointments, answering the telephone and those specifically listed in the job description.

The post holder will also be required to work in accordance with local and national standards using the trusts policies and procedures. The role will require the ability to work in an organised and efficient manner and the post holder must possess effective communication skills.

The Antenatal Clinic is a busy outpatient area with multiple clinics running each day alongside the ultrasound team. The postholder will ultimately be expected to understand the breadth of the clinic service and the importance of each related part.

About us

We employ more than 6,500 staff who deliver compassionate care from our two main hospitals, Calderdale Royal Hospital and Huddersfield Royal Infirmary as well as in community sites, health centres and in patients' homes. We also are incredibly proud to have almost 150 volunteers here at CHFT.

We provide a range of services including urgent and emergency care; medical; surgical; maternity; gynaecology; critical care; children's and young people's services; end of life care and outpatient and diagnostic imaging services.

We provide community health services, including sexual health services in Calderdale from Calderdale Royal and local health centres. These include Todmorden Health Centre and Broad Street Plaza.

We continue to modernise and invest in our health services to build on our strong reputation. Foundation trusts are public leaders in improving quality in health services. They are part of the NHS - yet decisions about what they do and how they do it are driven by independent boards. Boards listen to their Council of Governors and respond to the needs of their members - patients, staff and the local community.

Foundation trusts provide what the health service wants, yet are also free to invest quickly in the changes to the local community needs, in striving to be the best, and in putting their patients first.

Job responsibilities

To be able to work as part of a team to deliver the clinic service. To include but not limited to:

• To present a polite, pleasant telephone manner at all times to ensure a gold star patient experience.
• To open clinic in the morning, ensuring the area is ready to welcome women for their appointments.
• To check women in and out of clinic using the relevant digital systems.
• To maintain confidentiality and adhere to the Data Protection Act at all times.
• To deal with telephone, written and electronic enquiries from external and internal sources as appropriate and deal with them in a prompt and professional manner to ensure accurate information is given.
• To be responsible for cancelling and rebooking of appointments.
• To assist in the booking of urgent new/follow up appointments ensuring all relevant information is enclosed, to actively contact patients to confirm appointment dates and time, to prioritise your workload on a daily basis.
• To timely process referrals.
• To ensure that communication links are maintained with internal staff, GPs, patients and other organisations to ensure swift resolution of any potential appointment/clinic/reception issues.
• To be an effective team member raising any concerns or queries to the attention of the Clinic Manager in a timely manner.
• This job description is intended as an outline of the duties of the post; it is not exhaustive and is subject to change following discussions with the post holder. Full training will be given to the successful candidate.

Person Specification

QUALIFICATIONS / TRAINING

• English and Math GCSE grade 9-2 (A*-E) or equivalent or high level of literacy and numeracy skills demonstrated within application
• NVQ level 2 in business administration/customer service or equivalent admin experience
• Commitment to continuing professional development

KNOWLEDGE, EXPERIENCE & EXPERTISE

• Previous clerical, administrative and secretarial experience
• Knowledge of word process and packages
• Good organisational skills/abilities
• Excellent keyboard skills
• Experience working in the NHS
• Dealing with members of multidisciplinary teams
• Knowledge of Medical terminology
• Experience of EPR and Capacity Management

COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)

• Ability to work under pressure and prioritize own workload
• Good communication skills, able to communicate with all levels of staff
• Personal resilience in a critical care environment

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.

Employer name

Calderdale and Huddersfield NHS Foundation Trust