Receptionist/Administrator

Job overview

We are looking for a highly motivated individual with previous administrative experience, a strong sense of team spirit and is keen to develop in this new role delivering high quality service and support to the Transplant Outpatient team. The successful applicant must be able to work as part of a team as well as autonomously.

This essential and highly valued role is to provide administrative support that enables the smooth running of the Transplant Outpatient department, supporting the Nurses and Health Care Assistants in delivering high quality patient care.

Main duties of the job

• To provide cover for transplant outpatient reception and related duties, as required.
• Manage, maintain, and develop reporting systems in EPIC
• Maintain staff records, for example, sickness absence, annual leave and mandatory training records. As required, request bank staff cover.
• In conjunction with the nurse in charge undertake off duty scheduling and input electronically.
• Preparation and management of clinic lists
• Manage timely distribution of external specimen requests, for example blood request forms/boxes.
• Undertake administrative duties, for example filing, uploading letters and clinical results to EPIC system.
• To triage enquiries whilst covering the reception desk and forward to the nurse in charge to be dealt with in a timely
• Record patient attendance
• Make follow-up appointments for patients who are being discharged home from the ward ensuring any procedures are booked as requested.
• General administration duties as required.

Detailed job description and main responsibilities

Communication

• Maintain and promote effective communication with all members of the    multi-disciplinary team and wards/departments.
• While covering transplant reception inform patients of any known delays.
• Refer patients immediately if they arrive unwell/become unwell, to the nurse in charge.
• Make senior staff aware of any potential complaints in a timely manner and report any complaints when they arise.
• Liaise with external agencies, for example, GP’s and CCG’s (regarding patient transport).

Resource management

• Undertake ordering of supplies as required by the department to ensure adequate stock levels.
• Promptly report faults

Further responsibilities

• To ensure all team members have a real voice in the development of the Transplant Outpatient service to patients/customers

• To maximise the potential of all team members and to ensure that all team members have a meaningful appraisal/personal development plan that includes feedback to the individual from a selection of internal customers and team members

• To provide a safe and attractive working environment for team members within available resources

• To attend and play a part in corporate groups as a representative of the directorate and team to represent the Trust at regional and national conferences and on working groups as appropriate

• To abide by the NHS Code of conduct for managers, the Trust’s Core behaviours for staff and managers and all other Trust policies, codes and practices, including standing financial instructions, research governance, clinical governance, patient and public involvement and health and safety.

• To abide by the Trust’s Core behaviours for staff and all other Trust policies, codes and practices including standing financial instructions, research governance, clinical governance, patient and public involvement, codes and practices, and health and safety.

Other duties

To undertake any other duties commensurate with the grade as requested.

• To attend mandatory training and take part in in-house training and other such courses of instruction as may be required.
• Ensure annual appraisal is completed.