Newborn Hearing Screening & Clinic Support Administrator

This vacancy offers an excellent opportunity to join a small, friendly and well-established team on Mondays and Wednesdays from 8.30 am - 1.30 pm, as part of a job-share arrangement with a colleague working the other three mornings per week. The work is self-contained, but involves working alongside audiology staff and some contact with patients, so there is variety too.

The main purpose of the role is to help ensure the smooth and efficient running of newborn hearing screening clinics and their administration, a key element of which is making outpatient appointments for babies that require screening and updating the Patient Administration System (PAS). Full training on PAS will be provided. Other duties include covering reception when the receptionist is on annual leave and working to ensure that a high standard of service is always provided for Audiology and newborn screening support services.

The Elizabeth Foundation (TEF) is an independent UK charity for deaf pre-school children and their families, which has a longstanding and unique partnership with the paediatric audiology team from Portsmouth Hospitals University NHS Trust (PHT). The role supports the work of the paediatric audiology team and is located with them at TEF's premises next door to Queen Alexandra Hospital, Portsmouth. Although the role is employed and line-managed by TEF, for day to day duties, the post holder works closely with the Newborn Hearing Screening Programme (NHSP) Local Manager employed by PHT.

As a team member, to help ensure the smooth and efficient running of newborn hearing screening clinics and their administration. Working with colleagues to help ensure that a high standard of service is always provided by The Elizabeth Foundation for Audiology and newborn screening support services.

• Print out clinic templates for all outpatient screening clinics.
• Using the Patient Administration System (PAS) computer system, cancel any clinics that are not required or which cannot be staffed.
• Make outpatient appointments by using the PAS computer system and contacting the parent/guardian of all babies where necessary.
• Make appointments for any babies that require to be screened again.
• Add templates to the PAS system for any additional clinics that have been added to the regular schedule.
• Review all screening clinics for empty timeslots and cancel these as necessary.
• Act as point of contact for screening teams and other colleagues involved in newborn screening.
• Assist the Receptionist if required.
• Book appointments within 4-week breech time and put on to S4H.
• Liaise with main Audiology Department and take confidential waste there if time allows.

For Audiology AS Clinics And Other Audiology Activities:

• Assist the Receptionist during busy periods.
• Receive phone calls from patients to confirm/decline appointments.
• Provide lunchtime reception cover on days when the morning clinics overrun.
• Help keep stationery stocked and kitchenette tidy.

You may also be asked to assist with other TEF tasks. Generally, to work as a team member with colleagues to ensure that the premises are kept clean, tidy and safe each day.

Person Specification

Experience

• Punctual and reliable in attendance at work; good interpersonal skills and telephone manner; strong recognition of the need for confidentiality; ability to adapt and be flexible; a good team-worker; capable of using sound judgement within the role when required; sensitive to the needs and concerns of families with newborn babies; willing and able to undertake appropriate general training and development; appropriate dress/appearance for working in an environment alongside clinical staff and the public; good general keyboard skills; accuracy, diligence and thoroughness; IT literate; able to work calmly under pressure; good customer service skills.

Desirable

• Current or recent PAS user; personal or professional experience related to hearing loss; experience or enthusiasm to assist with charitable fundraising events; able to swap shifts or work overtime from time to time; able to handle complaints.

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.