Patient Service Administrator

Beacon Medical Services Group Ltd; Manchester; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading medical services provider in Manchester seeks an Administrative Assistant to manage appointment systems and support healthcare teams. Strong communication, organizational skills, and previous clerical experience are necessary. Join a team committed to delivering high-quality patient-centered care.

Qualifications

• Previous clerical/reception experience.
• Ability to contribute to team working.
• Ability to manage time and prioritize tasks.

Responsibilities

• Agree appointment dates and times with patients.
• Respond to outpatient appointment requests.
• Maintain filing systems within the department.
• Carry out administrative duties including filing and correspondence.

Skills

Communication & Relationship skills

Good written and verbal communication

Customer care skills

Analytical Skills

Problem-solving skills

Time management

Education

NVQ level 3

Job description

The post holder will be mainly responsible for making any Service appointments and assist with maintenance of systems as appropriate. They will also assist with other aspects of administrative and clerical work as required in the running of the department, including supporting the clinicians.

The post holder will support the setting up and maintenance of office systems (administration of referrals, filing information etc).

The post holder will be responsible for the provision of an effective administrative service to the Service teams. They will liaise with patients, the multi-disciplinary team, internal departments and external agencies to ensure continuity in achieving excellence in patient care. The post holder will ensure confidential and sensitive information is kept secure; specifically keeping personal information secure and respecting the confidentiality of service users.

The post holder will work independently and follow the policies and procedures for the department. The post holder will be expected to act independently ensuring that daily tasks and ongoing workloads are prioritised and completed in agreed timeframes. The post holder will be responsible for the booking and maintenance of the appointments system.

This is a role with lots of variety and ad hoc demands and so the post holder will possess excellent time management and planning skills.

Main duties of the job

To agree appointment dates & times with patients over the telephone& send out appointment letters promptly.

To respond in a friendly and timely manner to all requests for outpatient appointments from patients presenting in person or on the telephone &other wards / departments as necessary

To deal with patients who DNA according to the Departments DNA policy.

To arrange supplies ordering& replacement of stock, liaising with the clinical staff.

To report any problems with appointments, waiting times, or other issues pertaining to the smooth running of the Department to the Service Co-ordinator.

Responsible for the organisation & maintenance of filing systems within the department; inputting information/patient activity onto any computerised systems and ensuring accurate retrieval and distribution of information.

To carry out administrative duties including accurate filing of notes and records, distribution of reports, collating and distributing post for the department, dealing with general correspondence, faxing, photocopying and scanning as required.

Report weekly waits & any other relevant information as required by the Service Co-ordinator.

About us

Beacon Medical Services Group is an leading service provider to the NHS committed to providing a high standard of clinical care in areas such as Audiology, ENT, Endoscopy, MRI, Ultrasound and Minor Surgery. We are passionate about providing high quality patient centered care. We provide a great working environment for our staff and are committed to developing our staff to fulfil their potential.You will be working with a diverse team of Healthcare Professionals and Administrative Staff that are passionate about providing our patients with an excellent experience.The successful applicant will share our vision and is committed to our values and goals for the delivery of the best care to our patients. An innovative thinker who inspires the team whose focus is putting the patient first will be rewarded by working within an organization who puts the needs of patients and the development of our staff at the core of all we do.We are committed to equal opportunities and welcome applications from all sections of the community, regardless of any protected characteristics. Reasonable adjustments will be made for disabled applicants where required.

Job responsibilities

Administrative

• To agree appointment dates and times with patients over thetelephone and send out appointment letters promptly.
• To respond in a friendly and timely manner to all requestsfor outpatient appointments from patients presenting in person or on thetelephone, and other wards / departments as necessary
• To deal with patients who DNA according to the DepartmentsDNA policy.
• To arrange supplies ordering and replacement of stock,liaising with the clinical staff.
• To report any problems with appointments, waiting times, orother issues pertaining to the smooth running of the Department to the ServiceCo-ordinator.
• Responsible for the organisation and maintenance of filingsystems within the department; inputting information/patient activity onto anycomputerised systems and ensuring accurate retrieval and distribution ofinformation.
• To carry out administrative duties including accurate filingof notes and records, distribution of reports, collating and distributing postfor the department, dealing with general correspondence, faxing, photocopyingand scanning as required.
• Report weekly waits and any other relevant information asrequired by the Service Co-ordinator.
• To work as a member of the service clerical team. Whilst thepost holder will be based in an agreed area they may be expected to help coverwork (eg reception) within other areas of the service.

Personal Development

• Participate in an annual individual performance review,including taking responsibility for maintaining a record of your own personal /professional development.
• Taking responsibility for own development, learning anddemonstrating skills and activities to others who are undertaking similar work.
• Attend mandatory training sessions and any other sessionsrequired by the role.

General

• To deal with patient and staff enquiries clearly, by phoneand in person, promptly, efficiently and politely, resolving local issues andrelaying messages where necessary. Ensure service users are aware of theServices secure way of handling their personal information via available up todate documentation.
• To carry out administrative duties including accurate filingof notes and records, distribution of reports, collating and distributing postfor the Department, dealing with general correspondence, faxing andphotocopying, as required.
• To assist in the induction and training of new and temporarystaff.
• The post holder has a general duty of care for their ownhealth, safety and well being and that of work colleagues, visitors andpatients within the hospital, in addition to any specific risk management orclinical governance accountabilities associated with this post.
• To observe the rules, policies, procedures and standards ofBeacon Medical Services Group together with all relevant statutory andprofessional obligations.
• To observe and maintain strict confidentiality of personalinformation relating to patients and staff.
• To be responsible, with management support, for their ownpersonal development and to actively contribute to the development ofcolleagues.

[This job description is intended as a guide to the generalscope of duties and is not intended to be definitive or restrictive. It isexpected that some of the duties will change over time and this descriptionwill be subject to review in consultation with the post holder]

Person Specification

Qualifications

• Communication & Relationship skills.
• Good written and verbal communication skills, including legible handwriting and an effective and courteous telephone manner.
• Able to demonstrate tact and diplomacy.
• Ability to contribute to team working and to develop good working relationships.
• Ability to demonstrate commitment to and skills in customer care Knowledge training & expertise.
• Previous clerical/reception experience coupled with the ability to liaise with all staff disciplines.
• Analytical Skills Ability to work under pressure within a co-operative multi-disciplinary team based working environment.
• Problem-solving skills Planning & organizational skills - ability to use own initiative.
• Effective in managing own time.
• Able to plan and organise ongoing activities and work programmes.
• Ability to prioritise; to be organised and flexible. Able to effectively accommodate ad hoc demands to existing workload.
• Neat, tidy and able to portray a professional image.
• Ability to concentrate even with frequent interruptions and unpredictable working pattern.
• Knowledge of Choose & Book and other necessary booking systems.
• Previous NHS experience.
• NVQ level 3.

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.