Paediatric Administrator/Receptionist

Job overview

The post holder will be responsible for the provision of high quality professional administrative and clerical support to the Acute Paediatric Department, including Outpatients (Clinic 4D), CAU (Children's Ambulatory Unit),  Ifor Children’s Ward, and Day Care. The co-ordination of the patient journey is a critical factor in ensuring the timely and effective delivery of care and this role provides a means of improving the quality of that care for individual patients as well as providing comprehensive support to the clinical teams. The post holder will facilitate good communication between staff members and other teams. The post holder will provide a flexible administrative support service across the department, as required by workload demands and agree priorities in liaison with the team leaders. The post also involves constant interaction and communication with patients, parents and families and therefore the post holder is expected to be aware of Child Protection/Safeguarding issues and security protocols. The post holder will also be expected to provide non-clinical advice and guidance to children and families regarding the arrangement and administration of their hospital visits.

Main duties of the job

Reception

• To act as the first point of contact to all patient, staff and service users in the Children’s department, and address all enquiries in an efficient, courteous and friendly manner.
• To be responsible for answering the telephone in a professional manner, ensuring that all messages are passed on accordingly and actioned if required.
• To book appointments as required including follow up, new and emergency.
• Organise and maintain support for clinical staff to ensure the smooth running of the service.
• To assist patient and clinicians / nursing team whilst in clinic area with administrative tasks, as directed by Team Leader.
• To ensure all queries and correspondence are promptly and efficiently dealt with
• To ensure all Clinical outcomes within 48 hours of clinic are completed on Medway in order meet our target.
• To book follow up appointments from partial bookings.

Administration

• To be responsible for opening, distributing and/or actioning both electronic  mail.
• To use the Patient Administration System and to ensure that all data is complete, accurate and timely.

• To ensure that patient files are prepared and updated and to adhere to a tracking system for all notes and results.
• To locate and collect case notes as required by the consultant and their team members in a quick turnaround time.
• To ensure all queries and correspondence are promptly and efficiently dealt with

Please find the full list of duties and responsibilities in the attached job description.

Detailed job description and main responsibilities

The post holder will be responsible for the provision of high quality professional administrative and clerical support to the Acute Paediatric Department, including Outpatients (Clinic 4D), CAU (Children's Ambulatory Unit),  Ifor Children’s Ward, and Day Care.

Please find the full list of duties and responsibilities in the attached job description.

The paediatric administration team is made up of six administrator/receptionists or ward clerks working across four busy paediatric areas along with two admin team leaders.