Paediatric Administrator / Receptionist

Job overview

The Paediatric administrator is responsible for providing a courteous front-line reception service and admin support within the paediatric out-patient setting. They will be responsible for delivering a high standard of care to a wide range of client groups, including the multi-disciplinary team, patients, relatives and their carers.

Main duties of the job

Please see full JD attached;

The post holder will not be directly supervised on a day-to-day basis however you will be responsible for the management and prioritisation of your own workload.

The post-holder must undertake effective forward planning, to ensure that the administrative needs of the service are met and must carry out a range of effective administration processes to support the delivery of high quality patient care.

The post holder will be responsible for managing the booking of designated new & follow up clinics and ensure that these are booked efficiently and that any booking issues are raised immediately with supervisor/Service Manager and clinicians to ensure patient care is not compromised.

The Paediatric clinic is a high volume, fast paced out-patient setting. We run a wide range of specialist children’s clinics, where children can visit us for their treatment and go home from hospital the same day.

This outlines the current main responsibilities of the post. However, the duties of the post may develop over time.

Detailed job description and main responsibilities

This is a non-clinical role however the post holder is expected to work as part of the wider multidisciplinary team to ensure that patients are provided with the best possible care.

• To provide a front of house reception service for patients or relatives arriving on the ward/clinic, welcoming all visitors and directing as appropriate. Using Hospital based EPR System to Checking In/ Out and schedule f/u appointments as required).
• To demonstrate sensitivity, tact and diplomacy where appropriate, for example when acting as a first point of contact to distressed or anxious relatives.
• To provide Admin support for Clinic 1, responding to emails, answering the telephone and taking messages, actioning Envoy messenger outcomes and referring queries as appropriate.
• Arranging blood tests on behalf of patients and the MDT via Swift que systems.
• Registration of patients for Jaundice, Tongue Tie, and Trauma clinic.
• To provide a confidential and high standard general administrative support to Clinic 1.
• To be responsible for ensuring that all documentation relating to a patient’s current episode of care, and produced or used in clinic, is accurately filed (according to documented guidelines)
• To access the “National Spine” to ensure accurate retrieval of patients NHS number when required and enter onto the relevant system.
• To ensure that all patient attendances are recorded accurately on EPR or the relevant electronic system in real time.
• To sort out incoming/outgoing post and distribute or act as necessary
• To provide ad hoc cross-cover, as required, during the absence of ward administrators on other wards.
• To bring any concerns about level of service to patients and staff to the attention to Department Manager.
• To be open to new ideas regarding Trust policies and procedures.
• To be prepared to contribute to consultations about changes to policies and procedures.
• To make positive suggestions about how systems or processes could be changed for the better
• To act at all times in accordance with Trust and local policies, procedures and guidelines.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.