Reception/Administration Clerk

Job overview

We are seeking enthusiastic and organised individuals to join our busy Oncology Outpatients team. The successful candidates will work closely with consultants, nurses and other members of the multidisciplinary team, providing essential administrative and reception support to enable clinical staff to focus on delivering high-quality patient care.

This role involves undertaking a range of non-clinical duties to support the efficient running of oncology outpatient services in a fast-paced environment. We are looking for individuals with excellent communication and interpersonal skills, a methodical and well-organised approach to work, and a willingness to learn and confidently use Trust IT systems.

You will play a key role in supporting patients throughout their outpatient journey, ensuring a professional, compassionate and efficient service at all times.

Main duties of the job

• Provide a professional and welcoming reception service to oncology patients, carers, visitors and staff.
• Book, reschedule and cancel outpatient appointments in line with Trust procedures and clinical priorities.
• Manage telephone and face-to-face enquiries, taking appropriate action or escalating when required.
• Provide general administrative support to the oncology outpatient service, ensuring efficient day-to-day operations.
• Prepare and manage patient records, including locating, requesting, filing and cross-referencing medical notes.
• Update patient information accurately on Trust systems and maintain high standards of data quality.
• Receive, sort and distribute post and undertake general office duties including filing and document handling.
• Liaise with clinical teams, other hospital departments, GPs and external agencies to support patient pathways.
• Provide cross-cover within the team during periods of absence to maintain service continuity.

Detailed job description and main responsibilities

Job Purpose

• To provide a professional, efficient and compassionate reception and administrative service to patients attending Oncology Outpatients. The post holder will support consultants, nurses and the wider multidisciplinary team by undertaking a range of non-clinical duties that ensure the smooth running of clinics and support safe, timely and effective patient care.

Main Responsibilities

Reception & Patient Administration

• Provide a welcoming and professional reception service to oncology patients, carers, visitors and staff.
• Book, cancel and reschedule outpatient appointments in line with clinic rules, Trust policies and clinical priorities.
• Manage patient attendance at clinics, ensuring all computer systems are updated accurately and in real time.
• Deal with telephone and face-to-face enquiries from patients, relatives and the public, taking appropriate action or escalating as required.
• Liaise with Overseas Services where required and notify relevant teams of visitors attending Same Day Emergency Care.
• Clinic & Pre-Clinic Preparation
• Undertake pre-clinic preparation, ensuring all required paperwork, clinic lists and documentation are available for patient reviews.
• Order, locate and book hospital notes as required, ensuring notes are available in a timely manner.
• Prepare case note folders and complete documentation for new patients.
• Admit, discharge and transfer patients on Trust systems in line with departmental procedures.
• Records & Information Management
• Scan attendance notes, correspondence and clinical documentation onto Trust systems in a timely and accurate manner.
• File and scan Same Day Emergency Care and specialist oncology notes into patient records.
• Maintain high standards of data quality, ensuring patient information is accurate, complete and up to date.
• Assist with requesting copies of medical records when required.

Administrative Support

• Undertake general administrative duties including filing, photocopying, scanning, referrals, post handling and document distribution.
• Receive, sort, date-stamp and distribute incoming post appropriately.
• Provide cross-cover within the administration team during periods of absence to ensure service continuity.

Communication & Team Working

• Liaise effectively with consultants, nurses, clinic coordinators, secretaries and multidisciplinary teams across the Directorate and wider Trust.
• Communicate clearly and professionally, interpreting and conveying information accurately and concisely.
• Support effective patient pathways through timely communication with internal departments, GPs and external agencies where required.

Governance, Training & Compliance

• Ensure compliance with the Data Protection Act, information governance requirements, Health & Safety, Fire regulations and all Trust policies.
• Maintain patient confidentiality at all times.
• Attend mandatory training and participate in in-house training and awareness sessions to remain up to date with service requirements, including transit time targets.
• Undertake any other duties appropriate to the role and service needs.