Antenatal Clinic Administrator

Job overview

If you are passionate about making a difference and delivering a positive experience to women and families, we would love to hear from you!

We are looking for an experienced administrator to join the Antenatal Clinic team in the Division of Women & Children's Health at Southmead Hospital.

The role of the Clerical Administrator is to provide administrative support for the Antenatal Clinics to ensure the efficient running of the Maternity Service, and to provide a comprehensive reception and appointment booking service for all pregnant women attending North Bristol Trust (NBT).

The Antenatal Clinic is a busy outpatient area, with multiple clinics running each day, from specialist obstetric and midwife-led clinics to emergency and routine ultrasound scans. The post-holder will be expected to understand the breadth of the service, and the importance of each related part.

Main duties of the job

The main responsibilities of the role include receiving patients to clinic, booking both routine and complex Midwife and Obstetric appointments, communicating with patients, using the Trusts electronic patient record system, obtaining information, liaising with multi-professional teams, booking interpreters and other appropriate tasks such as obtaining information for audits. The post holder will also be expected to answer telephone enquiries from patients and other professionals, ensuring that calls are answered promptly and professionally.

Due to the occasionally complex nature of booking appointments, the post holder will need to be able to manage long periods of concentration but also be able to manage frequent interruptions by telephone or personal interaction.

Detailed job description and main responsibilities

• Receive referrals and ensure that they are dealt with according to Trust/departmental process.
• Work as a team to cover all essential duties, including but not limited to reception check in/out, urgent scan booking, first trimester screening, all email inboxes and waiting lists and fetal medicine. To liaise and escalate effectively with the line manager and multi-disciplinary team regarding problems with booking appointments as per policy.
• Book scan and clinic appointments and notify patients of the appointments per the booking policy.
• Book appointments for Eastwood Park, liaising with the Prison and Safeguarding Team to ensure that all information and support is prepared for the appointment.
• Ensure that appropriate paperwork is sent to women in a timely manner.
• Respond promptly to clinic cancellations, ensuring that all women are contacted by telephone and where possible offered a new date at the same time.
• Answer the telephone promptly, and responding enquiries in relation to clinic appointments and general enquires
• Assist the clinical team with information and problem solving
• Rearrange appointments as required to due sickness or rota changes.
• Work closely with supervisors for advice where required.
• Escalate any issues to the line manager or clinical team in a timely manner.
• Register new patients - generating hospital numbers for UHBW community Midwives
• Book urgent scans and Consultant appointments for the urgent scan service (AESS).
• Withdraw clinics as and when required
• Create ad-hoc appointments/clinic lists on Careflow as and when required.
• Manage consultant-led clinics, making changes to existing clinics as and when required
• Manage ‘did not attend’ (DNA) outcomes, ensuring that the correct policy and protocol is followed.
• Participate in scheduled team/department meetings and be prepared with appropriate data.
• Be flexible to alter shifts and intended daily work to support cover and duties due to annual leave/ sickness.
• Maintain a high quality in own work and encourage others to do so.
• Participate in the training of new staff to the team.
• Contribute to own personal development and assist with learning and development activities and will be required to attend mandatory training and all training essential to this role.
• Undertake any such duties commensurate with the grading of the post and the post holder should treat this job outline as flexible as it could be amended as the service requirements alter and/or needs of the position develop.