Support Secretary/Scheduler

NHS; Manchester; On-site; GBP 24,000 - 26,000; Full time

Job summary

A leading healthcare institution in Manchester is looking for a dedicated scheduler to join their clerical team. The successful candidate will be responsible for the efficient scheduling of day cases and various administrative tasks to support the clinical teams. Strong communication and IT skills are essential, and candidates should demonstrate flexibility and working under pressure in a busy environment.

Qualifications

• Experience in a patient/customer facing role.
• Previous administrative and clerical experience in an NHS hospital environment.
• Experience/knowledge of hospital patient administrative systems.

Responsibilities

• Responsible for scheduling patient day case admissions and ensuring efficient flow within the department.
• Manage booking requests and general reception duties.
• Work closely with clinical teams to support administrative tasks.

Skills

Communication

Interpersonal skills

Attention to detail

Ability to prioritise workload

Ability to work under pressure

Education

European Computer Driving License or equivalent

NVQ Level 2 or equivalent

Tools

Microsoft Office

Job description

The Endocrinology department is looking to recruit a highly motivated, energetic and efficient team player to join the clerical team as scheduler

The post holder will be well organised, have a pleasant and approachable manner, be proactive, able to use there initiative and able to work well is a busy, fast paced environment. Good communication and IT skills are essential.

The main purpose of the role is to ensure the efficient running of the unit by being responsible for the scheduling of all planned day cases. In addition, the post holder is responsible for ensuring all administration tasks are completed to support the clinical team on the unit. The post holder will work closely with clerical officers, medical secretaries and the clinical teams to ensure all systems are managed effectively according to Trust procedure.

Main duties of the job

• Use the scheduling system to plan patients' day case admissions, working closely with the ward manager about capacity to ensure efficient flow of patients within the department.
• Manage booking requests from across the Trust for blood transfusions, using the scheduling system to ensure numbers of bookings are in line with staffing numbers.
• Liaising with the coding department to ensure accurate recording and coding of procedures undertaken on the unit.
• General reception duties including greeting patients, booking patients into clinics and outcoming appointments.
• Add to waiting lists for day case investigations taking instruction from a booking form.
• Adhere to all written instructions on the clinic proformas with regard to scheduling and booking of appointments.
• Manage the booking of bone density scans ensuring that diagnostic waiting targets are not breached.
• To work closely with the Ward Manager to ensure good channels of communication with patients with regards to their planned day case.
• Communicate compassionately with patients who may be anxious, angry or upset, ensuring confidentiality at all times.
• Provide comprehensive advice to patients regarding follow up appointments
• Work with managers and administrative staff to review working practices, identify new improved ways of working, find solutions to problems and improve quality and range of services.

About us

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.

Job responsibilities

DUTIES AND RESPONSIBILITIES:

• Responsible for the supervision of the Clerical Officers to ensure admin task are completed in a timely manner and to escalate accordingly when there are any issues.
• Use the scheduling system to plan patients day case admissions, working closely with the Ward Manager about capacity to ensure efficient flow of patients within the department.
• Manage booking requests from across the Trust for blood transfusions, using the scheduling system to ensure numbers of bookings are in line with staffing numbers.
• Liaising with the coding department to ensure accurate recording and coding of procedures undertaken on the unit.
• General reception duties including greeting patients, booking patients into clinics and outcoming appointments.
• Add to waiting lists for day case investigations taking instruction from a booking form.
• Adhere to all written instructions on the clinic proformas with regard to scheduling and booking of appointments.
• Manage the booking of bone density scans ensuring that diagnostic waiting targets are not breached.
• To work closely with the Ward Manager to ensure good channels of communication with patients with regards to their planned day case.
• Communicate compassionately with patients who may be anxious, angry or upset, ensuring confidentiality at all times.
• Provide comprehensive advice to patients regarding follow up appointments
• Work with managers and administrative staff to review working practices, identify new improved ways of working, find solutions to problems and improve quality and range of services.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.

Person Specification

Qualifications

• oEvidence of further development
• oEuropean Computer Driving License or equivalent
• oNVQ Level 2 or equivalent

Experience

• oExperience in a patient/customer facing role
• oExperience of dealing with patients/customers over the telephone
• oPrevious administrative and clerical experience in an NHS hospital environment
• oExperience/knowledge of hospital patient administrative systems

Skills

• oExcellent communication and interpersonal skills, including a good telephone manner
• oAbility to prioritise workload
• oAttention to detail and accuracy

Knowledge

• oKnowledge of booking patient appointments data recording system
• oKnowledge of Microsoft Office
• oKnowledge of medical terminology

Values

• Ability to demonstrate the organisational values and behaviours

Other

• oAbility to work under pressure
• oAbility to use initiative
• oAbility to work as an effective team member
• oAbility to work unsupervised
• oFlexible with regards to working hours

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.

£24,625 to £25,674 a yearper annum pro rata