Radiology Administration and Clerical Officer

Gateshead Health NHS Foundation Trust; Gateshead; Hybrid; GBP 20,000 - 25,000; Full time

Job summary

A UK-based health organization in Gateshead seeks a Radiology Administration and Clerical Officer to provide essential administrative support within the Diagnostic Imaging department. Key responsibilities include managing appointments, handling patient queries, and maintaining patient records in a fast-paced environment. Candidates should have good organizational and communication skills, along with a relevant NVQ qualification. This role involves flexible working hours to support the 24-hour Radiology service.

Benefits

Health and wellbeing support

Access to staff networks

Opportunities for personal development

Qualifications

• Ability to support other team members and adapt to developing service needs.
• Experience with Radiology Systems (RIS & PACS) and Trust Patient Administration Systems (PAS).
• Previous administrative experience in a healthcare admin setting.

Responsibilities

• Provide a competent and efficient reception service across multiple areas.
• Arrange and reschedule inpatient and outpatient appointments.
• Ensure patient notes are correctly managed and confidentiality is maintained.

Skills

Good organisational skills

Good communication skills

Good telephone manner

Education

Good standard of general education (GCSE or equivalent, including Maths and English)

NVQ level 2 qualification

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Radiology Administration and Clerical Officer

Are you organised, compassionate and ready to make a real difference in a patient-focused service?

Diagnostic Imaging delivers a wide range of high-quality diagnostic and interventional imaging across the full patient pathway. In 2023, over 183,000 scans were performed, making it one of the most active departments in the Trust.

As an Admin & Clerical Officer, you will provide essential administrative support across a variety of imaging services. Our front-of-house team operates 7 days a week, 8am-8pm, ensuring smooth patient flow and efficient use of imaging capacity. You will join a supportive team of over 200 staff, all committed to delivering excellent patient care.

This is an exciting opportunity to use your organisational skills, teamwork and attention to detail in a fast-paced environment where your role directly contributes to timely diagnosis and improved care outcomes.

If you are proactive, patient-focused and thrive in a busy setting, we'd love to hear from you. Join our friendly, forward-thinking team and help us deliver an outstanding experience for every patient.

Previous applicants need not apply.

Main duties of the job

As an Admin & Clerical Officer, you'll play a key role in supporting smooth patient journeys within Diagnostic Imaging. Working as part of a friendly and supportive team, your contribution will help deliver an efficient, accurate and compassionate service.

You will provide essential administrative support across a range of imaging services (X-ray, MRI, CT, Ultrasound and Interventional Radiology). Core duties include:

• Providing a professional reception service across Main Radiology, MRI and Ultrasound reception areas, acting as the first point of contact for patients and signposting appropriately.
• Booking and managing inpatient and outpatient appointments, ensuring cancellations are effectively utilised.
• Maintaining accurate and confidential patient records.
• Coordinating medico-legal and image transfer requests (including urgent "blue light" cases) and supporting report distribution.
• Handling telephone and face-to-face queries professionally and escalating as required.
• Working collaboratively with Radiologists, Radiographers, Nurses and wider teams.
• Supporting service development and Safecare initiatives.

This role offers an excellent opportunity to contribute to the delivery of high-quality diagnostic services in a fast-paced environment, where teamwork and patient care are at the heart of everything we do.

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 acronym ICORE; 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

As an Admin & Clerical Officer within Diagnostic Imaging, you will support the safe and efficient delivery of a high-quality radiology service. This role is essential to maintaining smooth patient pathways, clinical workflow and timely access to diagnostic imaging.

The Radiology Department operates a 24-hour service, and you will be required to work flexibly Monday to Sunday, between 08:00 and 20:00 on a rotational basis, depending on service needs.

Provide a competent and efficient reception service across multiple areas (Main Radiology, MRI and Ultrasound).

Welcome and signpost patients to the appropriate area, ensuring they are correctly booked into the department.

Arrange and reschedule inpatient and outpatient appointments, making use of cancelled slots to maximise efficiency.

Respond to patient queries and telephone enquiries professionally, accurately and with empathy.

Ensure patient notes are correctly managed, handled securely and confidentiality is maintained at all times.

Monitor task pads (e.g. ultrasound duty pad) and relay messages promptly and accurately.

Action daily reports and ensure results are securely forwarded to referrers.

Manage your workload effectively, prioritising tasks to meet operational deadlines.

Job description

Job responsibilities

As an Admin & Clerical Officer within Diagnostic Imaging, you will support the safe and efficient delivery of a high-quality radiology service. This role is essential to maintaining smooth patient pathways, clinical workflow and timely access to diagnostic imaging.

The Radiology Department operates a 24-hour service, and you will be required to work flexibly Monday to Sunday, between 08:00 and 20:00 on a rotational basis, depending on service needs.

Key Responsibilities

Reception & Patient Coordination

• Provide a competent and efficient reception service across multiple areas (Main Radiology, MRI and Ultrasound).
• Welcome and signpost patients to the appropriate area, ensuring they are correctly booked into the department.
• Arrange and reschedule inpatient and outpatient appointments, making use of cancelled slots to maximise efficiency.
• Respond to patient queries and telephone enquiries professionally, accurately and with empathy.

Information Management & Record Handling

• Ensure patient notes are correctly managed, handled securely and confidentiality is maintained at all times.
• Monitor task pads (e.g. ultrasound duty pad) and relay messages promptly and accurately.
• Action daily reports and ensure results are securely forwarded to referrers.
• Manage your workload effectively, prioritising tasks to meet operational deadlines.

Specialist Administrative Support

• Process image transfer requests using the Image Exchange Portal (IEP), Cherwell (IT service desk) or Vocera, prioritising urgent "blue light" cases.
• Support image allocation for offsite reporting services.
• Coordinate medico-legal requests, ensuring all discs are encrypted and processed within required timeframes.
• Arrange retrieval of x-ray packets from onsite and offsite storage where required.

General Administrative Duties

• Perform general admin tasks including filing, photocopying, scanning and data entry.
• Support ongoing service development and departmental improvement.
• Contribute to Safecare activities, promoting safe, efficient and convenient patient care.

Teamwork, Flexibility & Values

• Adapt to changing service demands and support colleagues during busy periods.
• Be proactive and supportive of change within Radiology Services.
• Uphold and promote Equality, Diversity and Human Rights in all aspects of the role.
• Work collaboratively with colleagues across Radiology and wider clinical teams to ensure smooth service delivery for over 183,000 scans annually.

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*
• Appropriate and equivalent NVQ level 2 qualification

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.