Reception Administrator

Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to; Hampshire IOW Healthcare NHS Trust, Hampshire and Isle of Wight ICB, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton Foundation Trust, South Central Ambulance Service or Hampshire Hospitals Foundation Trust.

As the first point of contact for patients attending the Sexual Health and HIV Service (SHHS), our Reception Administrators have a critical role in ensuring all our patients feel equally welcome without judgment or prejudice.

The administration team is crucial to the smooth running of the clinical service and key in ensuring that the service remains on a path of continual improvement using Systems Thinking principles and every member of the team has a part to play in delivering a high standard of care to our patients.

Main duties of the job

• To be the first point of contact for patients attending the clinic.

• Deal with general enquiries, book appointments as required following standard operating procedures.

• Use the electronic record system to access patient records in order to update demographic information and manage appointments.

• Follow agreed processes for dealing with emails, phone calls and written correspondence prioritising both urgency and importance, taking responsibility for signposting or dealing with queries.

• Photocopying, scanning and electronic filing accurately and securely.

• Record data accurately and appropriately, mindful of General Data Protection Regulations (GDPR) and Information Governance policies.

• Gather information from systems / records for statistical collation including DNA reports as requested.

• Liaising by telephone or in person with patients, colleagues, and other healthcare professionals in a professional, positive, friendly, calm and sympathetic manner, using good judgement to identify requirements in order to pass on information correctly or take appropriate action.

• Deal with incoming results via post, scan on to the electronic patient record system and distribute accordingly.

• Promote the Friends and Family Test patient survey to all attendees and ensure any completed forms are processed promptly and appropriately according to local procedure.

• Prepare health promotion packs for distribution., Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

We are happy to talk Flexible Working – all requests for flexible working options can be discussed as part of the interview process.

Essential

• English & Maths GCSE, level 4 or equivalent

• Good general education

• BTEC or equivalent level knowledge or relevant experience

Desirable

• RSA 2 Typing or equivalent

• ECDL or equivalent IT skill & knowledge

Experience

Essential

• Competent in basic use of IT systems including Microsoft Office

• Experience of administrative work

• Experience of working with the public in a customer-focused environment

• Experience of maintaining digital filing systems & collating information

• Proven skills in being flexible and adaptable (including ad hoc evening and weekend working) to meet competing priorities

• Understanding of confidentiality and GDPR / IG regulations

• Excellent organisational, interpersonal, communication and telephony skills

• Ability to prioritise and plan ahead

• Ability to work within a close-knit team

• Self-motivated

• Ability to maintain good relationships with colleagues and professional staff

• Excellent listening skills

• Understanding of personal health and safety responsibilities

• Is able to work legally in the UK

• Hold a valid full driving licence which enables them to legally drive in the UK

© 2024 Talent.com