Clinical Office Administrator, Oral Maxillofacial Surgery Orthodontics

A full-time clinical office administrator post in the Oral and Maxillofacial Clinical Office Team at Ashford Hospital, within Ashford & St Peter's Hospitals NHS Foundation Trust. The role gives clerical support to consultants and their medical teams, covering the outpatient and inpatient waiting lists, clinic capacity and appointment booking for new and follow-up patients. It is a 37.5-hour post with cross cover to the Orthodontic Department, and systems training is provided. Computer skills are essential, as are GCSE English and Maths at grade C or above.

What the job involves

• Liaise with patients to book, cancel and rebook outpatient appointments and procedure dates
• Book patient follow-up appointments as soon as results are known and send out appointment letters
• Manage specialty outpatient waiting lists and procedure bookings on behalf of the Clinical Team to meet treatment timescales
• Validate and manage specialty waiting lists for some inpatient procedure bookings
• Check clinic letters are completed accurately, outcomes are actioned and recorded on Millennium EPR, and uncashed clinic outcomes are corrected
• Liaise with the Appointments Centre on first outpatient clinic bookings
• Use FDP daily to work with the Patient Pathway Team on co-ordinating the patient pathway, including investigation and diagnostic target dates
• Monitor patients sent to other Trusts for treatment so they do not breach 18 weeks, using MDS forms, with the Patient Pathway Team
• Escalate potential breaches or delays to the Team Leader, Patient Pathway Team or Service Manager under the Trust's escalation policy
• Organise timetables and clinic capacity with consultants and their teams, and co-ordinate with other Clinical Office Administrative Co-ordinators
• Provide administrative cross cover to the Orthodontic Department during annual leave or as required
• Provide administrative support to consultants, their medical team and administrative colleagues, maintaining confidentiality and completing mandatory training

Qualifications

• GCSE English and Maths at grade C or above

Experience

• Previous administration experience
• Experience working in a busy office and handling conflicting demands

Skills & knowledge

• Customer service focus
• Good written and verbal communication skills
• Able to deal sensitively and tactfully with all contacts and maintain confidentiality
• Able to prioritise work
• Computer skills
• Able to communicate effectively to ensure high standards of care, treatment, service or support

Other

• Willing and able to take personal responsibility

Nice to have

• NHS experience
• Knowledge of NHS systems and procedures

What’s offered

• Training and development opportunities
• Access to the NHS Pensions Scheme
• Work perks and NHS discounts
• Opportunities for flexible working
• On-site childcare provision (nursery)

#J-18808-Ljbffr