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Band 3 National Amyloidosis Centre Receptionist | Royal Free London NHS Foundation Trust
| Posting date: | 05 August 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £27,948 - £29,468 Per annum inclusive of HCAS |
| Hours: | Full time |
| Closing date: | 04 September 2024 |
| Location: | Hampstead London, NW3 2QG |
| Company: | Royal Free London NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6472302/391-RFL-6472302 |
Summary
The post holder will provide high quality front line administrative support to the National Amyloidosis Centre. This role involves working closely with Nurses, Medical staff and other Administrative staff. The post holder will work as part of the Amyloidosis team, ensuring an efficient, high quality and timely service is provided. This includes providing a welcoming and professional service to patients, relatives and all other services.
These duties do not require direct supervision on a day to day basis and the post holder is responsible for the management and prioritisation of their own workload. The staff will need to be flexible, have a range of knowledge of hospital work and external agencies. Staff are expected to work shift patterns, from 07:45 to 18:00 hours, where they would work independently.
MAIN RESPONSIBILITIES
• Provide administrative cover to the allocated reception area, and communicate any problems with the Clinical Pathway Manager,
• Be trained and conversant in EPR and MS Access database to register, book and check out patient to the department.
•Verify all patients’ names, current address, GP, school/occupation and next of kin (children and overseas visitor’s) and ensure patient information is up to date.
• Work closely with nursing, medical and other colleagues in the department to provide a professional service.
• Deal with telephone calls requests and queries, dealing with these in a professional and respectable manner.
• Keep the department board up to date.
• Make follow up clinic appointments for patients as directed by the Doctor/nursing staff, ensuring patients receive their outpatient appointments after seeing the doctors, wherever possible or at least by post within three working days of leaving the department.
• Notify patients of any urgent, short-notice appointments by telephone.
• Post holders are required to act independently without direct supervision, maintain agreed processes and protocols, referring where necessary to the Reception Team Leader/Manager for support.
• Responsible for data quality by ensuring that Departmental records are promptly and accurately scanned to EDRM system.
1. Our trust has around 10,000 staff serving 1.6 million patients. It comprises Barnet Hospital, Chase Farm Hospital, the Royal Free Hospital and more than 30 services in the community. This larger scale organisation provides an unprecedented opportunity for us to continue our pioneering work, particularly in finding ways to deliver even better are to our patients.
Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching and research and we will continue to measure our progress against our five governing objectives: excellent outcomes, excellent patient and staff experience, excellent value for taxpayers’ money, being safe and meeting our external duties, and building a strong organisation.
Everyone is welcome at Royal Free London NHS Foundation Trust. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME, gender equality, staff carers and people with disabilities and lived experiences to promote good relations and understanding between our staff.
Click here to view our video Welcome to the Royal Free
MAIN DUTIES AND RESPONSIBILITIES
Royal Free World Class Values
The post holder will offer World Class Care to service users, staff, colleagues, clients, and patients alike so that everyone at the Royal Free can feel:
lWelcome all of the timelconfident because we are clearly communicating
lRespected and cared forlReassured that they are always in safe hands
1. MAIN RESPONSIBILITIES
Reception:
• Provide administrative cover to the allocated reception area, and communicate any problems with the Clinical Pathway Manager, such as IT or office needs.
• Be trained and conversant in EPR to register and book patients into the department.
• Verify all patients’ names, current address, GP, school/occupation and next of kin (children and overseas visitor’s) and ensure patient information is up to date.
• Complete check-out procedures using EPR for patients discharged from the department.
• Ensure that patients/relatives attending the department receive a welcoming, professional and respectful approach at all times.
• Work closely with nursing, medical and other colleagues in the department to provide a professional service.
• Receiving key information from Nurse in Charge/Medical team and communicating these to patients and providing information as requested where appropriate.
• Deal with telephone calls requests and queries, dealing with these in a professional and respectable manner.
• Keep the department board up to date.
• Make follow up clinic appointments for patients as directed by the Doctor/nursing staff, ensuring patients receive their outpatient appointments after seeing the doctors, wherever possible or at least by post within three working days of leaving the department.
• Notify patients of any urgent, short-notice appointments by telephone.
• Direct Patients to other departments for tests/appointments.
• Post holders are required to act independently without direct supervision, maintain agreed processes and protocols, referring where necessary to the Reception Team Leader/Manager for support.
• Ensure that confidentiality and safe record keeping are undertaken in accordance with the Date Protection Act.
General:
• Will need to be flexible and available to work different shifts and cover other members of the reception staff for annual leave and sickness as required.
• Ensure office and public areas are kept tidy and calling Domestic services when areas are dirty.
• Participate in the appraisal process.
• To assist in the training and induction of new staff. This includes supervising new team members.
• To attend Mandatory Trust Training Sessions.
• Support the department covering other areas of the department, appropriate to the post’s band.
2. RESPONSIBILITY FOR PATIENTS
• To deal with a wide range of patients ensuring that they are informed of developments, using your initiative in answering enquires and resolving difficult situations.
• Act as the first point of contact for patients concerns, using your initiative to deal responsibly with matters and knowing how to contact the Administration Manager when assistance from senior staff is required.
• Answer the telephones and deal with enquiries regarding changes of appointments, patient details and admission of patients.
• To control access to the clinical areas of the Department, including operating the security entry system to the department as required.
• Staff to deal with frequent distressed or emotional patients.
• Communicating with patients face to face with language and communication barriers.
• Be vigilant and alert senior staff to any risks to Health, Safety and Security or patient confidentiality.
3. RESPONSIBILITY FOR POLICY AND SERVICE DEVELOPMENT
• Be aware of trust policies and procedures relevant to the role including departmental policies for the reception area.
4. RESPONSIBILITY FOR FINANCIAL AND PHYSICAL RESOURCES
• Maintain a safe environment for all staff, patients and visitors and ensure that all equipment is safe and in working order.
• Stock control - Be aware of current admin stock levels and inform Team Leader/Administration Manager when stock needs replenishing
5. RESPONSIBILITY FOR LEADING AND MANAGING
·Plans and prioritises the post’s own work. Must be capable of sound time management to ensure patients are registered in a timely manner, making daily adjustments to deal with organisational requirements, including covering the workload of absent colleagues
6. RESPONSIBILITY FOR INFORMATION RESOURCES
• Data Quality: All staff are fully responsible for completion and accuracy of registration details including next of kin and GPs.
• Ensure that confidentiality and safe record keeping are undertaken in accordance with the Date Protection Act.
JD Template PT26092012
GENERAL RESPONSIBILITIES
Infection Control
Infection control is everyone’s responsibility. All staff, both clinical and non-clinical, are required to adhere to the Trust’s Infection Prevention and Control policies and procedures and the Health Act (2006) Code of Practice for the prevention and control healthcare associated infections and make every effort to maintain high standards of infection control at all times thereby reducing the risk of Healthcare Associated infections.
It is the duty of every member of staff to take personal responsibility for the prevention and control of infection, as laid down in the Trust’s policies and procedures which reflect the statutory requirements of the Hygiene Code.
• To work in close collaboration with the Infection Control Team.
• To ensure that monitoring of clinical practice is undertaken at the agreed frequency.
• To ensure that the ward environments are cleaned and maintained to the highest standards; ensuring that shortfalls are rectified, or escalate as necessary.
• To ensure that all relevant monitoring data and issues are provided to the Directorate’s Governance structures.
• To ensure that all staff are released to attend infection control-related educational sessions and staff with specialist roles, e.g. link practitioners, are released to undertake their duties.
Health and Safety at Work
The post holder is required to:
• Take reasonable care for the health and safety of himself/herself and other persons who may be affected by their actions or omissions at work.
• Co-operate with the employer in ensuring that all statutory and other requirements are complied with.
Confidentiality & Data Protection
The post holder has a responsibility to comply with the Data Protection Act 1998 and maintain confidentiality of staff, patients and Trust business. If you are required to process information, you should do so in a fair and lawful way, ensuring accuracy is maintained. You should hold information only for the specific registered purpose and not use or disclose it in any way incompatible with such a purpose.
You should disclose information only to authorised persons or organisations as instructed. Breaches of confidentiality in relation to information will result in disciplinary action, which may include dismissal. Employees are expected to comply with all Trust policies and procedures and to work in accordance with the Data Protection Act 1998. For those posts where there is management or supervision of other staff it is the responsibility of that employee to ensure that their staff receive appropriate training (e.g. HISS induction, organising refresher sessions for staff when necessary.
Conflict of Interest
The Trust is responsible for ensuring that the services for patients in its care meet the highest standards. Equally, it is responsible for ensuring that staff do not abuse their official position, to gain or benefit themselves, their family, or friends.
Equality and Diversity
The Trust values equality and diversity in employment and in the services we provide. It is committed to promoting equality and diversity in employment and will keep under review our policies and procedures to ensure that the job-related needs of all staff working in the Trust are recognised. The Trust aims to ensure that all job applicants, employees, or clients are treated fairly and valued equally regardless of sex, marital status, domestic circumstances, age, race, colour, disablement, ethnic or national origin, social background or employment status, sexual orientation, religion, beliefs, HIV status, gender reassignment, political affiliation, or trade union membership. Selection for training and development and promotion will be on the basis of the individual’s ability to meet the requirements for the job.
You are responsible for ensuring that the Trust’s policies, procedures and obligation in respect of promoting equality and diversity are adhered to in relation to both staff and services.
Vulnerable Groups
• To carry out responsibilities in such a way as to minimise risk of harm to children, young people and vulnerable adults and to promote their welfare in accordance with the Children Act 2004, Working Together to Safeguard Children (2006) and No Secrets guidance (DH 2000).
• To demonstrate an understanding of and adhere to the trust’s child protection policies.
No Smoking
The Trust implements a Smoke Free policy that applies to all staff. Staff are not allowed to smoke while wearing a recognisable Trust uniform or visible trust identification badge, and not allowed to smoke anywhere on hospital grounds. Staff are not allowed to take additional breaks to smoke. They may smoke during designated breaks but only out of uniform and off site. Staff contravening this policy may be subject to disciplinary procedures.
Standards of dress
All staff are expected to abide by the Trust’s guidance on uniform and standards of dress.
This job description outlines the current main responsibilities of the post; however, the duties of the post may change and develop over time and may therefore be amended in consultation with the post holder.
This advert closes on Monday 19 Aug 2024