Receptionist / Clerical Officer (Floater)

East Lancashire Hospitals NHS Trust

13d ago

Job
Full-time
Junior Level

AI generated summary

You must have excellent communication skills, reception experience, organizational and multitasking abilities, proficiency in Microsoft Office, and a flexible, responsible, and confidential approach.
You will manage reception duties, handle appointments, operate the switchboard, support staff, maintain records, ensure security, and assist with admin tasks in a healthcare environment.

Requirements

- Excellent communication skills
- Ability to work under pressure
- Provide comprehensive administration support
- Flexible approach to work
- Willingness to work at other Trust sites
- Previous reception experience
- Proven organisational skills
- Ability to multi-task
- Ability to work effectively as part of a team
- Ability to work alone
- Prioritising, organising and planning workload
- Competent and confidential manner
- Proficient in Microsoft Office programmes
- Ability to deal with security issues
- Responsible for ordering and maintaining stationery stock levels
- Responsible for issuing any aids and equipment necessary
- Ability to provide petty cash reimbursement to patients
- Ability to undertake relevant equipment checks
- Ability to deal with complaints from service users and stakeholders

Responsibilities

To provide a general enquiry and reception service for the building, for the patients, visitors, and staff.
To operate the switchboard for the Centre, answering queries and transferring calls to other health care professionals within the building.
To provide an efficient and effective message taking service in response to all enquiries from patients, visitors and staff and redirecting accordingly.
To manually or electronically book patient appointments, using EMIS/CERNER either over the telephone, by post or face to face at reception, in a sensitive, competent, and confidential manner, and ensuring that patient treatment room cards are printed and available for the relevant health professionals.
To print off the daily Treatment room appointment lists and patient treatment cards for the clinics and maintain filing systems of patient records after treatment.
Receive patients onto the data bases for their appointments or alternatively confirm their attendance on appointment lists.
Responsible for adding patient referrals onto EMIS, maintain the integrity of the data base and discharging patients off the data base.
Deal with any security issues that may arise, calling for support as required from the Centre Manager to assist other staff in the building. Liaising with the security guard when on duty and the local PCSO or police if needed.
Implement manual procedures in the event of IT system failures, report to IT and monitor progress.
Book patient transport requests with the PTS service after treatment.
On an annual basis assist departments with the archiving of patients records according to policy.
To provide comprehensive secretarial and admin support to a variety of health professionals including laminating, photocopying, filing and typing highly sensitive and confidential reports.
To type and process correspondence, reports and other documents as requested on a daily basis using Microsoft Office programmes such as Databases, Excel and Outlook for Email and Internet use.
Book and organise appointments for health professionals.
To deal with all aspects of incoming and outgoing and external and internal mail. Including sorting and accurately re-directing and forwarding to the correct department. Sorting outgoing mail and liaising with the Royal Mail staff.
Receive and receipt any delivered goods for the building, contacting the department, ensuring delivery to the correct department and reporting any discrepancies including Green Pharmacy Bags.
Ordering of Administration staff uniforms.
To be responsible for ordering and maintaining stationery stock levels, including non-stock items electronically via NHS supply chain or e-procurement. Also responsible for receiving and receipting of delivered goods and reporting discrepancies.
To be responsible for requesting and the transfer of medical records, updating relevant databases. This involves verbal and written communication with other health professionals and departments.
Responsible for the booking of multi-purpose rooms within the building manually or electronically, for meetings/training and organise provision of equipment as necessary, ensuring attendance records are retained to support quarterly reports to assist with the recharges of room bookings to NHS Stakeholders.
Responsible for issuing any aids and equipment as necessary including the building wheelchairs and maintain records.
Use a variety of office machinery/equipment including the fax machine, the franking machine, and photocopiers. Deal with any breakdowns with the office equipment and reporting them to the service departments as necessary.
Provide petty cash reimbursement to patients attending clinics and verifying eligibility to claim travel expenses following Trust Finance Policy and procedures.
To provide administration/reception cover at other Primary Health Care Centre as necessary.
To issue security keys and fobs as instructed and following up fobs / keys not returned at the end of the day.
Provide rapid response to various alarm systems, including nurse calls and accessible WC within the building, following protocols and any further actions as necessary.
Receiving and reporting all repair requests for the building, both manually or electronically, following up and monitoring progress as required.
Directing requests for new work to the Centre Manager.
To liaise with building contractors and personnel and undertake inductions if required.
Book new staff onto the Building Induction on the electronic diary and completing documentation for car parking permits.
To undertake relevant equipment checks which the Centre Manager has responsibility for e.g. fire extinguishers, defibrillators, mobile phones, wheelchairs, hearing loops, first aid kits, emergency bags and other appropriate Health and Safety tasks.
Collate / calculate and submit monthly invoices requests for photocopying etc for work undertaken for other departments.
Receive lost property and maintain accurate record, disposing of goods according to Lost Property procedure.
Deal with complaints from service user and stakeholders and redirect as appropriate. Escort staff, patients and visitors around the building. Any other duty and reasonable request as identified by the Centre Manager /Admin Manager.

FAQs

What are the primary responsibilities of the Receptionist / Clerical Officer (Floater)?

The primary responsibilities include operating the switchboard, managing patient appointments, providing administrative support to health professionals, handling inquiries, and ensuring efficient reception services for patients and visitors.

What qualifications or experience are necessary for this position?

Candidates should have previous reception experience, excellent communication skills, and proven organizational skills to manage multiple tasks effectively in a busy environment.

What are the working hours for this position?

The working hours are 7.5 hours per day between the hours of 8am and 8pm, primarily based at Padiham Health Centre, with some flexibility required for coverage at other community sites.

Is training provided for new employees?

Yes, comprehensive training on all systems used at the Health Centre will be provided for new employees.

Will I be required to work at different locations?

Yes, this is a floating position, and you will travel across various community sites to provide cover as needed for holidays or sickness absence.

What benefits are offered with this position?

The position offers a pension scheme, generous holiday entitlement starting at 27 days plus bank holidays (pro rata for part-time positions), and a structured in-house training program.

Are there opportunities for professional development?

Yes, the role includes dedicated supervision and support, along with a comprehensive appraisal system to encourage personal development.

What software or systems will I need to be familiar with?

You will need to be familiar with EMIS/CERNER for booking patient appointments, and Microsoft Office programs such as Excel, Outlook, and Databases for administrative tasks.

How does the team handle security issues?

The Receptionist / Clerical Officer will be responsible for dealing with security issues, liaising with the Centre Manager and local authorities as needed, and calling for support when necessary.

Is there a possibility of encountering weekend or evening shifts?

Yes, while the core hours are Monday to Friday, occasional weekends or evenings may be required based on department needs when covering at other sites.

East Lancashire Hospitals NHS Trust

Delivering safe, personal and effective care

Science & Healthcare

Industry

5001-10,000

Employees

2003

Founded Year

Mission & Purpose

East Lancashire Hospitals NHS Trust provides comprehensive healthcare services across several hospitals in East Lancashire, including emergency care, surgery, and specialized treatments. Their ultimate mission is to deliver high-quality, patient-centered care while improving health outcomes and promoting well-being. Their purpose is to ensure accessible, effective, and compassionate healthcare for the communities they serve, focusing on both immediate and long-term health needs.